Employee termination letter template (PDF)
A formal termination letter template for ending employment in Australia. Clearly documents the effective date, reason, final entitlements, return of property and post-employment obligations in a professional, defensible format.
Termination letter
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This employee termination letter is a general HR template and is not legal advice. Customise it to your workplace and the relevant modern awards and legislation, and confirm your obligations with Fair Work before ending any employment. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this form
Every section a defensible termination letter needs
Employee details
Full name, position, department and employee ID for an accurate record.
Effective termination date
Last working day, notice period and whether payment in lieu applies.
Reason for termination
A concise, factual statement of grounds — performance, misconduct or redundancy.
Summary of process
Brief reference to warnings, PIPs or other steps taken before the decision.
Final pay and entitlements
Outstanding wages, accrued leave, notice pay and payment timing.
Return of company property
Keys, laptop, phone and uniform to return, plus a clear deadline.
Post-employment obligations
Confidentiality, non-compete and restraint clauses that continue to apply.
Acknowledgement and appeal
Employee signature plus information about Fair Work if the dismissal is disputed.
How to write an employee termination letter
Four steps to a clear, professional letter
1. State the effective date
Open with the last working day and when the termination takes effect, plus whether the notice period is worked or paid out in lieu.
2. Give the reason clearly
State the grounds concisely and factually — redundancy, performance or misconduct. Keep the tone objective and professional, not emotional.
3. Confirm pay and benefits
Set out final pay, accrued annual leave, long service leave and notice pay, and when each will be paid (usually within 7 days).
4. List property and obligations
Note company assets to return with a deadline, and any confidentiality or restraint clauses that survive employment.
Keep the tone objective and factual throughout. If you are unsure of the grounds or notice required, check the termination of employment definition and our employment law guide before sending.
Who uses this template
Built for any Australian business with employees
Small business owners
Document dismissals correctly without an in-house HR team.
HR and people managers
Keep terminations consistent and defensible across the business.
Operations managers
Close out offboarding cleanly when ending a role or shift-based contract.
Once the letter is sent, our guide to conducting an exit interview helps you close out the departure and capture useful feedback.
Handle offboarding without the paperwork
A termination letter is one part of ending employment well. RosterElf's HR software keeps offboarding, final-pay details and employee records organised in one place, so every departure is documented, compliant and easy to find later.
HR guides
Manage terminations the right way
How to terminate an employee
A step-by-step guide to ending employment fairly and lawfully in Australia.
Read the guideHow to write a warning letter
Issue formal warnings correctly so the process holds up before any termination.
Read the guideEmployment law guide
Understand notice, unfair dismissal and Fair Work obligations when ending a role.
Read the guideRelated templates
Use this alongside these related HR forms
Termination letter FAQ
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Keep it brief, factual and professional. State the effective date, the reason for termination, the final pay and entitlements, the company property to return, and any post-employment obligations. Close with an acknowledgement line and information about Fair Work processes if the dismissal is disputed. The four-step section above walks through each part, or download the ready-made HR form template and fill in the blanks.
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A typical letter confirms the employee’s name and position, states that employment is ending on a set date and why, summarises final pay and accrued leave entitlements, lists property to return, and references any continuing confidentiality clauses. This free PDF template gives you that structure so each letter stays consistent. For the full process, see how to terminate an employee.
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Avoid emotive language, personal opinions, blame or anything you cannot substantiate. Do not include unverified accusations, references to protected attributes (age, gender, disability), or promises you cannot keep. Keep the reason concise and stick to facts already discussed with the employee. When in doubt about wording, check the definition of termination of employment and seek advice.
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Hold the conversation in person and in private, be direct but respectful, and explain the decision clearly. The letter should confirm what was said in the meeting — the employee should never first learn of their dismissal from the letter. Follow due process first, including any warnings or a formal warning letter, so the outcome is fair and defensible.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.