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How to write a termination letter

You've decided to let someone go. The letter is short, but what it says and what you can prove behind it matter. Here's what to put in it, a filled-in example, the state rules that catch managers out, and what not to write.

For restaurant, café & hotel managers · 6 min read

Document the termination — free, 5 min

Do you need a termination letter?

No federal law requires one, and most US jobs are at-will. But some states require written notice, and a clear letter plus a solid record is your best answer if the employee files for unemployment or a claim later.

The letter is the easy part. What protects you is the record behind it: the reason, earlier write-ups, who was in the room, and signatures.

What to include

  1. 1Name & position.Server, line cook, barista, front desk, room attendant.
  2. 2Last day.The exact effective date of termination.
  3. 3Reason.One or two factual sentences that match your write-ups.
  4. 4Final pay.When and how, including tips and accrued time if your state requires it.
  5. 5Benefits.The date health coverage ends, and that COBRA information will follow if it applies.
  6. 6Company property.Keys, key cards, uniforms, tablets: what to return and by when.
  7. 7Contact.Who to call with questions about pay or benefits.
  8. 8Signature.Manager's name and title, and the date.

Example termination letter

Termination of employment

EXAMPLE · NOT A REAL EMPLOYEE

To:
Marcus T., Bartender
Date:
Friday, Nov 6
Effective:
Your employment ends today, Nov 6.
Reason:
On Nov 5 you left the bar unattended for 40 minutes during service. You received a final written warning for the same conduct on Oct 12.
Final pay:
Your final paycheck, including tips owed, is attached / will be paid on [date required by your state].
Benefits:
Your health coverage ends Nov 30. COBRA information will be mailed to you separately.
Property:
Please return your keys and uniform to the manager on duty by Nov 9.
Questions:
Contact Dana R., General Manager, at the restaurant.
Manager

Hotel version, same structure: "Room attendant. On Nov 5 a guest's room was entered without knocking for the third time; final written warning on Oct 12. Return your master key card today."

State rules that catch managers out

  1. 1Final paycheck.Deadlines vary by state. California: at the time of termination.
  2. 2New York.Written notice within 5 working days: exact last day and the date benefits end.
  3. 3California.Written notice of the change in employment, plus the state's unemployment pamphlet.
  4. 4Reason on request.Some states, like Minnesota, require a written reason if the employee asks.

Check your own state before the meeting. Don't deduct unreturned property from final pay without checking state law.

What not to write

  • A reason that doesn't match your earlier write-ups.
  • Opinions or labels ("bad attitude", "not a culture fit").
  • Anything about age, pregnancy, health, religion, national origin or a complaint they made.
  • Promises you can't keep ("we'll give you a great reference").
  • Several reasons "just in case": it reads like you're still looking for one.
  • No date, no signature, no copy kept.

The record behind the letter

In very cool report, a manager speaks what happened on their phone. The termination record captures the reason, earlier write-ups, who was in the room and signatures, sealed and emailed as a PDF.

Try it — restaurantTry it — hotel

Questions managers ask

In most states, no: employment is at-will. But if you give one, it should be true and match your records. Some states require a written reason if the employee asks for it.

Not legal advice. Laws vary by state. Talk to an employment lawyer before a termination.