Email template · Resignation and offboarding
Termination email
In short
A termination email confirms in writing that an employee's employment has ended, after the decision has been told to them in a live conversation. It states the effective date, final pay, benefits, return of company property and who to contact. Below are four templates for common situations, an SMS version and the legal points to check before sending.
When to send it: Send it the same day as the termination meeting, ideally within an hour of it ending, so the employee has the details in writing while the conversation is fresh. Never send it before the employee has heard the news from a person.
Termination email: 4 versions
Standard confirmation
SubjectConfirmation of the end of your employment
Hi [First Name], This email confirms what we discussed today: your employment with [Company] as [Job Title] ends effective [Termination Date]. Here is what happens next: - Final pay: your final paycheck, including [hours worked through Termination Date / accrued, unused PTO where applicable], will be paid on [Final Pay Date] by [direct deposit / check]. - Benefits: your health coverage continues through [Coverage End Date]. You'll receive information about continuing coverage under COBRA from [Plan Administrator] by mail. - Company property: please return your [laptop, badge, keys, other items] by [Return Date]. [Return instructions, prepaid label, or drop-off location]. - Documents: your formal termination letter is attached. [Any other attached documents, such as an unemployment insurance notice.] If you have questions about pay, benefits or anything in this email, contact me directly at [Phone Number] or [Email]. [Your Name] [Title], [Company]
Performance, after a PIP
SubjectYour employment with [Company]: next steps
Hi [First Name], As we discussed in our meeting today with [Manager Name], [Company] has decided to end your employment, effective [Termination Date]. This follows the performance improvement plan that began on [PIP Start Date] and the review held on [Review Date]. Your final paycheck will be paid on [Final Pay Date]. It includes [details of what is included]. Your benefits end on [Coverage End Date], and COBRA continuation information will come from [Plan Administrator]. Please return [Company Property] by [Return Date] using [Return Method]. Your access to company systems has been closed; if you need any personal files from your work account, let me know by [Date] and we'll arrange to send them. The attached letter sets this out formally. You can reach me at [Phone Number] with any questions. [Your Name] [Title], [Company]
During probation or introductory period
SubjectEnd of your employment during the introductory period
Hi [First Name], Thank you for meeting with [Manager Name] and me today. As discussed, [Company] has decided not to continue your employment past the introductory period. Your last day of employment is [Termination Date]. You'll be paid for all hours worked through [Termination Date] on [Final Pay Date]. [Benefits note, e.g. You were not yet enrolled in benefits / Your coverage ends on Coverage End Date.] Please return your [badge / uniform / equipment] to [Location or Contact] by [Return Date]. If you have any questions, call me at [Phone Number]. [Your Name] [Title], [Company]
Remote employee
SubjectConfirming today's conversation and next steps
Hi [First Name], Following our video call today with [Manager Name], this email confirms that your employment with [Company] ends effective [Termination Date]. What to expect: - Final pay of [details] will be deposited on [Final Pay Date]. - Health coverage runs through [Coverage End Date]. COBRA information will arrive by mail from [Plan Administrator]. - A prepaid return box for your [laptop and accessories] will arrive at [Home Address on File] by [Delivery Date]. Please send it back within [Number] days. - Your system access has ended. If you need personal files or pay documents, reply here and I'll help. Your termination letter is attached. I'm available at [Phone Number] if you want to talk anything through. [Your Name] [Title], [Company]
Subject line ideas
- Confirmation of the end of your employment
- Your employment with [Company]: next steps
- Follow-up to today's meeting
- Final pay, benefits and property return details
- Separation details and attached letter
- Confirming today's conversation and next steps
SMS and WhatsApp version
Hi [First Name], this is [Your Name] from [Company] HR. Following today's conversation, I've emailed details about your final pay, benefits and returning company property to [Personal Email]. Please call me at [Phone Number] with any questions.
Placeholders to replace: [First Name], [Job Title], [Termination Date], [Final Pay Date], [Coverage End Date], [Plan Administrator], [Return Date], [Company Property], [Manager Name], [PIP Start Date], [Review Date], [Personal Email], [Your Name], [Title], [Company], [Phone Number]
The email confirms the decision; it doesn't deliver it
Firing someone by email, with no conversation first, is the fastest way to turn a routine separation into a grievance, a bad review on every employer site and sometimes a claim. The standard practice is a short live meeting (in person, or on video for remote staff) with the manager and HR, followed by the termination email the same day.
The meeting should take 10 to 15 minutes. State the decision in the first minute, give the main reason briefly, and move to logistics. Don't argue the case again. The email then puts every practical detail in writing, because people who have just lost their job remember almost nothing from the meeting except the news itself.
The only common exception is job abandonment, when an employee has stopped showing up and cannot be reached. Even then, try phone and text first and keep a record of the attempts.
What to include
Keep it factual and complete. A good termination email answers every question the person will have that evening:
- Effective date of termination.
- Final pay: when, how and what it includes (last hours, overtime, commissions owed, accrued PTO if your state or policy requires payout).
- Benefits end date and a note that COBRA continuation information will follow. COBRA generally applies to group health plans at employers with 20 or more employees; many states have "mini-COBRA" rules for smaller employers.
- Company property to return, by when and how.
- Access: that system access has ended and how to request personal files.
- Attached documents: the formal letter, any state-required separation or unemployment insurance notice, and a severance agreement if one is offered.
- A named contact with a phone number.
The reason for termination can be stated in one neutral sentence or left to the formal letter. Our termination letter template covers the formal wording, and storing both in document templates keeps every manager using the same approved version.
Legal and fairness notes
Most US employment is at-will, but at-will does not protect a termination that is discriminatory, retaliatory or in breach of a contract. Before the email goes out, check that the reason you give matches the documentation: warnings, a PIP, attendance records. If the email says "performance" and the file holds no record of a performance conversation, that gap is what a plaintiff's lawyer will look for. If earlier steps were skipped, a documented warning email to the employee is usually where the record should have started.
Final pay deadlines are set by state law and vary widely. Some states require payment at the time of termination; others allow until the next regular payday. Several states also require a written notice of separation or information about unemployment insurance. If you are offering severance in exchange for a release, employees age 40 and over have specific review and revocation periods under the Older Workers Benefit Protection Act. Rules vary by state and country, so have counsel review the template once.
Tone
Short, clear, respectful. Avoid softening phrases that blur the message ("we've decided to explore other directions for your role") and avoid anything that reads as a debate ("as you know, you were warned many times"). Don't wish the person luck in a way that sounds sarcastic after a contentious exit; a simple line offering help with questions is enough.
Use the same structure for every termination. Consistency is both a fairness safeguard and a practical one: it is easy to show that two people in similar situations received the same treatment when the emails are nearly identical.
Mistakes to avoid
- Sending to the work address only. Access is usually cut at the meeting. Send to the personal email on file and copy the work address if you must.
- Leaving final pay vague. "You'll receive your final check soon" invites calls and, in some states, penalties.
- Cutting access before the meeting. People notice a dead badge or locked laptop and arrive at the meeting angry. Time the cutoff for the moment the meeting starts.
- Copying the whole team. A termination email goes to the employee and HR file only. Team communication is a separate, brief note that says the person has left, nothing more.
- Mixing in layoff language. If the role is being eliminated for business reasons, use a layoff notification email instead, because the reason, severance terms and notice obligations differ.
Frequently asked questions
Can you terminate an employee by email?
It is legal in most US situations, but it is poor practice and raises the risk of conflict. Tell the person in a live meeting or video call, then send the termination email the same day to confirm the details in writing.
What should a termination of employment email include?
The effective date, final pay timing and contents, benefits end date and COBRA note, property return instructions, the status of system access, attached documents such as the formal letter, and a named contact with a phone number.
Do I have to give a reason for termination in the email?
Not usually, for at-will employees, though some states require a reason or a service letter if the employee asks. If you give one, keep it to one neutral sentence that matches your documentation.
What is the difference between a termination letter and a termination email?
The letter is the formal record, often signed and kept in the personnel file. The email is the same-day practical summary that delivers the letter as an attachment and lists next steps in plain language.
When should final pay be issued after letting an employee go?
It depends on the state. Some require payment immediately at termination, others within a set number of days or by the next regular payday. Check your state's rule before the meeting so the email can state a specific date.
Should I CC the manager on the termination email?
Usually the email comes from HR and goes to the employee, with a copy kept in the HR file. Copying the manager is fine if they attended the meeting, but don't copy anyone else.