TERMINATION LETTER TEMPLATE
State of Ohio – At-Will Employment
[// GUIDANCE: This template is intentionally comprehensive for Ohio terminations. Delete any provisions that do not apply to your facts, and tailor all bracketed information before releasing to the Employee.]
TABLE OF CONTENTS
- Document Header
- Definitions
- Operative Provisions
3.1 Notice of Termination
3.2 Final Compensation & Benefits
3.3 Property & Confidentiality Obligations
3.4 Post-Employment Benefits (COBRA)
3.5 Unemployment Compensation Notice - Employee Acknowledgments & Representations
- Governing Law & Miscellaneous
- Execution Block
1. DOCUMENT HEADER
RE: Notice of Termination of Employment
Date: [DATE]
To: [EMPLOYEE NAME] (“Employee”)
Address: [EMPLOYEE ADDRESS]
From: [COMPANY LEGAL NAME], an Ohio [corporation/LLC] (“Company”)
Company Address: [COMPANY ADDRESS]
2. DEFINITIONS
For ease of reference, capitalized terms have the meanings set forth below:
“COBRA” – The Consolidated Omnibus Budget Reconciliation Act of 1985, as amended, and the related regulations governing continuation of group health-plan coverage.
“Company Property” – All physical or electronic property, documents, records, devices, passwords, Intellectual Property and other materials belonging to the Company or containing Confidential Information.
“Confidential Information” – All non-public information relating to the Company’s business, strategies, clients, vendors, finances, or personnel, whether in tangible or intangible form, that Employee acquired during employment.
“Effective Termination Date” – 5:00 p.m. (local time) on [TERMINATION DATE], after which Employee shall cease to perform services for, or hold out as an employee of, the Company.
“Final Pay” – All earned but unpaid wages, salary, overtime, and—if applicable—unused, accrued paid time off (“PTO”) calculated through the Effective Termination Date.
[// GUIDANCE: Add or delete definitions to match your policies (e.g., “Severance”, “Restricted Period”, etc.).]
3. OPERATIVE PROVISIONS
3.1 Notice of Termination
Pursuant to the Company’s at-will employment policy and Ohio law, this letter serves as the Company’s formal written notice that Employee’s employment will be terminated effective as of the Effective Termination Date for the following reason(s): [BRIEF, FACT-BASED REASON OR “no stated cause”].
Nothing herein creates a contract of employment for any definite term, and the Company expressly reserves all rights inherent in an at-will relationship both before and after the Effective Termination Date.
3.2 Final Compensation & Benefits
a. Timing. Employee’s Final Pay will be issued on the earlier of (i) the next regularly-scheduled payroll date following the Effective Termination Date or (ii) the date required by applicable Ohio wage-payment law.
b. Form of Payment. Final Pay will be provided via [DIRECT DEPOSIT/check] consistent with Employee’s existing payroll elections, less required withholdings and deductions.
c. PTO. [If Company pays out PTO:] The payout for unused, accrued PTO is included in Final Pay in accordance with the Company’s PTO policy.
d. Deductions. The Company is authorized to deduct from Final Pay any amounts expressly permitted by law and any outstanding, lawful amounts owed by Employee to the Company (e.g., advances, unreimbursed personal charges), provided Employee has executed the separate Wage Deduction Authorization attached as Exhibit A if required under Ohio law.
[// GUIDANCE: Ohio does not mandate PTO payout unless company policy or contract requires it. Tailor subsection (c).]
3.3 Property & Confidentiality Obligations
a. Return of Property. No later than the Effective Termination Date, Employee must return all Company Property in good condition to [DESIGNATED PERSON].
b. Continuing Duties. Employee remains bound by all confidentiality, intellectual-property-assignment, non-disparagement, and, if applicable, restrictive-covenant obligations contained in the [CONFIDENTIALITY OR EMPLOYMENT] Agreement(s) previously signed by Employee (collectively, the “Continuing Obligations”).
c. Cooperation. For one (1) year following the Effective Termination Date, Employee agrees, upon reasonable notice and without additional compensation beyond reimbursement of reasonable out-of-pocket expenses, to cooperate with the Company in transitioning duties and in responding to any legitimate inquiries relating to Employee’s former job responsibilities.
3.4 Post-Employment Benefits (COBRA)
If Employee participated in the Company’s group health plan and the Company is subject to COBRA, Employee will receive a separate COBRA Election Notice from [PLAN ADMINISTRATOR] within the time period required by law, explaining the right to continue coverage at Employee’s own expense. Coverage will terminate on [LAST DATE OF COVERAGE] unless Employee timely elects and pays for continuation coverage.
[// GUIDANCE: For employers with fewer than 20 employees, Ohio’s “mini-COBRA” may apply. Substitute as necessary.]
3.5 Unemployment Compensation Notice
Enclosed as Exhibit B is the Ohio Department of Job & Family Services (“ODJFS”) “Notice to Employees” describing eligibility requirements and the procedure for filing an unemployment compensation claim. The Company will furnish ODJFS the required separation information upon request.
[// GUIDANCE: Ohio employers must provide the JFS 07104 notice or a substantially similar document. Attach or incorporate as Exhibit B.]
4. EMPLOYEE ACKNOWLEDGMENTS & REPRESENTATIONS
By signing below, Employee acknowledges and represents that:
1. Employee has received all compensation owed for hours worked through the date of this letter, except Final Pay described in §3.2.
2. Employee has not suffered any on-the-job injury for which a workers’ compensation claim has not yet been filed.
3. Employee will comply with §3.3 and has returned or will return all Company Property.
4. Employee understands the right to seek legal or other professional advice before signing this letter.
[OPTIONAL – Release of Claims: Insert mutual or unilateral release language if Company is offering severance consideration.]
5. GOVERNING LAW & MISCELLANEOUS
a. Governing Law. This letter and any disputes arising hereunder shall be governed by the laws of the State of Ohio, without regard to its conflict-of-laws principles.
b. Entire Agreement. This letter, together with any Continuing Obligations referenced in §3.3(b), constitutes the entire understanding of the parties with respect to the subject matter and supersedes all prior oral or written communications relating thereto.
c. Severability. If any provision of this letter is held invalid or unenforceable, the remainder shall remain in full force and effect and shall be construed to best give effect to the parties’ intent.
d. Modification & Waiver. No modification to this letter is effective unless in writing and signed by an authorized Company representative. Failure to enforce any right is not a waiver of that right.
e. Counterparts & Electronic Signatures. This letter may be executed in one or more counterparts, each of which is deemed an original, and signatures delivered electronically or by facsimile shall be deemed originals for all purposes.
6. EXECUTION BLOCK
IN WITNESS WHEREOF, the undersigned have executed this Notice of Termination as of the date first written above.
COMPANY:
[COMPANY LEGAL NAME]
By: _______
Name: [AUTHORIZED SIGNATORY]
Title: [POSITION]
Date: [DATE]
EMPLOYEE ACKNOWLEDGMENT:
I, [EMPLOYEE NAME], hereby acknowledge receipt of this Notice of Termination and understand its contents.
Signature: _______
Date: [DATE]
EXHIBIT A
Wage Deduction Authorization (if applicable)
[// GUIDANCE: Include only if Company intends to deduct permitted amounts from Final Pay and Ohio’s written authorization rules apply.]
EXHIBIT B
ODJFS Unemployment Compensation Notice (Form JFS 07104 or equivalent)
[// GUIDANCE: Attach the current state-issued form to satisfy Ohio’s notice requirement.]
[// GUIDANCE: Prior to issuance, confirm (1) the final pay timeline aligns with Ohio Revised Code requirements, (2) COBRA or mini-COBRA applicability, (3) inclusion of any severance or release terms, and (4) company-specific policies concerning PTO payout and property return.]