[EMPLOYER LETTERHEAD]
CONFIDENTIAL TERMINATION NOTICE
[// GUIDANCE: Mark “Confidential” to reinforce privacy obligations and minimize defamation exposure.]
Date: [DATE]
Via [✓ Personal Delivery] [✓ Certified Mail] [✓ Email]
[// GUIDANCE: Select at least one verifiable delivery method for evidentiary purposes.]
To:
[EMPLOYEE FULL LEGAL NAME]
[EMPLOYEE STREET ADDRESS]
[CITY], [STATE] [ZIP]
TABLE OF CONTENTS
- Notice of Termination
- Effective Date
- Final Pay & Accrued Compensation
- Benefits Continuation (COBRA)
- Company Property & Confidential Information
- Unemployment Insurance Information
- Post-Employment Obligations
- Governing Law & Venue
- Acknowledgment of Receipt
[// GUIDANCE: Simple table of contents improves navigability and professionalism.]
1. Notice of Termination
Pursuant to the employment-at-will relationship between [EMPLOYER LEGAL NAME] (the “Company”) and [EMPLOYEE FULL LEGAL NAME] (the “Employee”), the Company hereby terminates Employee’s employment. Unless otherwise stated herein, this action is taken without cause.
[// GUIDANCE: Delete or modify “without cause” if termination is “for cause,” and insert specific contractual or policy grounds.]
2. Effective Date
Employee’s last day of active employment and the effective date of termination shall be [TERMINATION EFFECTIVE DATE] (the “Separation Date”).
3. Final Pay & Accrued Compensation
3.1 Final Paycheck. In accordance with Ky. Rev. Stat. Ann. § 337.055, all wages earned and unpaid through the Separation Date will be paid no later than the earlier of:
a. the next regularly scheduled payday following the Separation Date; or
b. fourteen (14) calendar days after the Separation Date.
3.2 Accrued Paid Time Off (PTO).
[PICK ONE]
• ☐ Employee has [XX] hours of PTO which will be paid out with the final paycheck, consistent with Company policy.
• ☐ Unused PTO is not payable under Company policy in effect on the Separation Date.
[// GUIDANCE: Kentucky treats earned vacation/PTO as wages only if the policy promises payout. Select the appropriate option.]
3.3 Deductions. Standard withholdings (e.g., federal/state taxes, garnishments) and any authorized offsets for unreturned Company property or outstanding advances (to the extent permitted by law) will be applied.
4. Benefits Continuation (COBRA)
If Employee participated in the Company’s group health plan and the Company employed 20 or more employees in the preceding calendar year, Employee and covered dependents may be eligible to continue health coverage under the Consolidated Omnibus Budget Reconciliation Act (“COBRA”), 29 U.S.C. §§ 1161–1168. A separate COBRA Election Notice and enrollment forms will be sent under separate cover from the Plan Administrator.
5. Company Property & Confidential Information
5.1 Return of Property. No later than the Separation Date, Employee must return all Company-owned property, including without limitation keys, access cards, identification badges, laptops, mobile devices, credit cards, documents, and any data (electronic or hard copy).
5.2 Confidentiality. Employee remains bound by all confidentiality, intellectual-property, non-disclosure, non-competition, and non-solicitation provisions contained in:
• ☐ [EMPLOYMENT AGREEMENT DATE] Employment Agreement
• ☐ [PROPRIETARY INFORMATION AGREEMENT DATE] Proprietary Information & Inventions Agreement
• ☐ Company Employee Handbook (most recent revision: [HANDBOOK DATE])
Any continued use or disclosure of confidential information is strictly prohibited.
6. Unemployment Insurance Information
Employee may be eligible for unemployment insurance benefits administered by the Kentucky Office of Unemployment Insurance. Eligibility determinations rest exclusively with that agency. Employee may file a claim online at https://kcc.ky.gov or by calling (502) 875-0442. The Company will respond truthfully to all agency inquiries.
[// GUIDANCE: Providing UI filing information satisfies federal DOL separation-notice guidance and helps avoid misrepresentation claims.]
7. Post-Employment Obligations
7.1 Cooperation. Employee agrees to make reasonable efforts to assist the Company with transition matters and to cooperate in any pending or future proceedings in which Employee possesses relevant knowledge. Reasonable out-of-pocket expenses will be reimbursed.
7.2 Non-Disparagement. Employee shall refrain from any false, malicious, or defamatory statements concerning the Company, its products, or its personnel. Nothing herein prohibits statements protected by law (e.g., filing a charge with the EEOC).
8. Governing Law & Venue
This Notice shall be governed by and construed in accordance with the employment laws of the Commonwealth of Kentucky without regard to conflict-of-law rules. Any dispute arising from or relating to this Notice or the termination of Employee’s employment shall be brought exclusively in the state courts of competent jurisdiction located in [COUNTY], Kentucky.
9. Acknowledgment of Receipt
Please sign below to acknowledge receipt of this Termination Notice. Your signature does not constitute agreement with the contents, only that you have received and read it.
EXECUTION BLOCK
| For the Company | The Employee |
|---|---|
| _______ [AUTHORIZED SIGNATORY NAME] [TITLE] |
_______ [EMPLOYEE FULL LEGAL NAME] |
| Date: _______ | Date: _______ |
[// GUIDANCE: Attach additional documents as applicable—e.g., COBRA notice packet, separation agreement with release, property checklist.]
IMPORTANT
Nothing in this Notice should be interpreted as limiting Employee’s rights to:
• Report possible violations of law to any governmental agency or entity;
• Testify, assist, or participate in any investigation, hearing, or proceeding; or
• Receive an award for information provided to any government agency.
If you have questions, contact [HR CONTACT NAME] at [PHONE] or [EMAIL].
Thank you for your service to [EMPLOYER LEGAL NAME]. We wish you the best in your future endeavors.
© [YEAR] [EMPLOYER LEGAL NAME]. All rights reserved.