When employees formally want to terminate the contractual relationship with their employer, this is done through a letter of termination. In order for the termination to be effective, important points must be observed - such as compliance with the correct formal requirements, specified deadlines, and a valid signature. In this article, you will learn how to write a formally correct termination letter and what details are particularly important in the termination letter. Additionally, we offer you free templates and samples to facilitate the process.

Sample Termination Letter for Employees

If you are having trouble formulating your termination, we have many free templates for you here. You can copy the template directly and paste it, for example, in Word and easily customize it to your needs:

Example of a generally written termination letter:

Max Mustermann
Musterstraße 12
98765 Musterstadt

Example GmbH
Human Resources Department
Main Street 34
12345 Example City

Date: DD.MM.YYYY

Subject: Termination of my employment contract, Employee number: 5678

Dear Mrs. Müller,

I hereby terminate my employment contract properly and with notice to the earliest possible date. According to my calculation and in compliance with the notice period, this would be the DD.MM.YYYY.

Thank you very much for the cooperation so far. I have learned a lot during this time and appreciate the support that has been given to me.

Please confirm receipt of this letter and the date on which my employment will end.

In addition, I kindly request that you provide me with a qualified work reference and send it together with my work documents to the address mentioned above.

Sincerely
(Signature)

Another Example

Anna Beispiel
Beispielweg 3
54321 Beispieldorf

Company Muster AG
Personnel Office
Musterstraße 45
67890 Musterstadt

Date: DD.MM.YYYY

Subject: Termination of my employment contract, Employee number: 9876

Dear Mr. Schmidt,

I hereby terminate my employment contract properly and with notice to the earliest possible date. According to my calculation, this is the DD.MM.YYYY.

I would like to thank you for the time I have spent in your company. The collaboration has been educational and I have greatly appreciated the support.

Please confirm receipt of this letter and the date on which my employment will end.

In addition, I kindly request that you provide me with a qualified work reference and send it to me at the address provided above.

Best regards
(Signature)

Creative Termination Letter

Lina Kreativ
Fantasiaweg 7
98765 Traumstadt

Wunder GmbH
Zauberstraße 10
12345 Magiopolis

Date: 01.07.2024

Subject: Termination of my employment contract, Employee number: 2468

Dear Ms. Zauber,

I am writing to inform you today that I have decided to end my professional adventure at Wunder GmbH and embark on new, exciting paths. Therefore, I hereby terminate my employment contract properly with notice to the earliest possible date, which according to my calculation will be 01.08.2024.

I would like to sincerely thank you for the magical time I have experienced in your company. The collaboration has been inspiring and I have gathered many magical moments and valuable experiences.

Please confirm receipt of this letter and the official date on which my employment ends. Additionally, I request the issuance of a qualified work reference, which you can send to me at the address mentioned above.

I wish you and the entire team continued success and numerous magical moments.

Kind regards
Lina Kreativ
(Signature)

Funny Resignation Letter

Max Prankster
Humor Street 1
12345 Laughter Town

Funny Co. Ltd.
HR Department
Jokester Road 12
67890 Joke City

Date: 01.07.2024

Subject: Termination of my Employment Contract, Employee Number: 1357

Dear Mr. Lachmann,

I regret to inform you that my inner comedian has decided to find a new audience. Therefore, I hereby resign from my job with Funny Co. Ltd. with notice, effective on the earliest possible date, which according to my calculation will be 01.08.2024.

My time at Funny Co. Ltd. has been one big comedy festival, and I have enjoyed every minute of it. But now it's time for me to move on and conquer new stages.

Please confirm receipt of this letter and the date when my employment officially ends. It would also be great if you could provide me with a qualified reference letter, which you may please send to the address provided above.

I wish you and the team continued fun and success – and may you never run out of humor!

With one last laugh,
Max Prankster
(Signature)

Emotional Resignation Letter

Dear Colleagues,

After careful consideration and with a heavy heart, I have decided to end my employment at [Company Name]. This decision was not easy for me, as I have not only gained valuable professional experiences here, but also met wonderful people. The past years have been an incredibly enriching time for me, during which I was able to develop both professionally and personally.

I want to thank all of you for the great cooperation, support, and countless beautiful moments that I was able to share with you. You have not only enriched my work life, but also my personal life, and for that, I am very grateful.

My resignation is effective as of DD.MM.YYYY. Please confirm receipt of this letter and the date when my employment officially ends. I wish all of you the best for the future and hope that our paths will cross again one day.

With best wishes for the future,
[Your Name]
(Signature)

Formal Resignation Letter

Dear Sir or Madam,

I hereby resign from my position at your company in accordance with the notice period, effective on DD.MM.YYYY. The decision to leave the company was not easy for me, as I have accumulated many valuable experiences over the past years and have always felt the collaboration with my colleagues as very positive.

I would like to thank you and the entire team for the support and the opportunity to further my professional development. The numerous projects and challenges have enriched me both professionally and personally.

Please confirm receipt of this letter and the date when my employment officially ends. Also, I kindly request the issuance of a qualified reference letter, which you may send to the address provided above.

Yours sincerely,
[Your Name]
(Signature)

Grateful Resignation Letter

Dear Mrs./Mr. [Last Name],

After many valuable years at [Company Name], it is time for me to face new professional challenges. I would like to sincerely thank you for the support, the training opportunities, and the inspiring cooperation. The decision to leave the company was not easy for me, as I have not only grown professionally here, but also personally.

My resignation will be effective on DD.MM.YYYY. During my time at [Company Name], I have learned a lot and have been able to develop my skills in various areas. The projects I was involved in and the collaboration with so many talented colleagues have significantly shaped my professional path.

Please confirm receipt of this letter and the date when my employment ends. I would also be grateful if you could provide me with a qualified reference letter, which you may send to the address provided above.

With heartfelt thanks and best wishes for the future,
[Your Name]
(Signature)

Future-oriented Termination Letter

Dear Mrs./Mr. [Last Name],

I hereby terminate my employment contract as of DD.MM.YYYY. This decision is a step towards my professional development and new opportunities. I have greatly appreciated the time at [Company Name] and have gained many valuable experiences that will accompany me on my future path.

The collaboration with you and the entire team has always been inspiring and supportive. The various projects and tasks have helped me expand my skills and prepare for new professional challenges. I am grateful for the support I have received during my time at [Company Name].

Please confirm receipt of this letter as well as the date on which my employment officially ends. I would appreciate it if you could issue me a qualified letter of reference, which you can please send to the address provided above.

With best regards and best wishes for the future,
[Your Name]
(Signature)

Concise Termination Letter

Dear Mrs./Mr. [Last Name],

I hereby terminate my employment contract with notice to terminate on DD.MM.YYYY. The decision to leave the company was not easy for me, but I am convinced that it is the right step for my professional development. I would like to thank you and the entire team for the cooperation and support.

Please confirm receipt of this letter and the date on which my employment officially ends. I also request the issuance of a qualified letter of reference, which you can please send to the address provided above.

Kind regards,
[Your Name]
(Signature)

Creative Termination Letter (Literary)

Dear Mrs./Mr. [Last Name],

Like a chapter of an exciting book, my employment with [Company Name] ends as of DD.MM.YYYY. The past years have been a captivating story full of challenges and successes for me. I thank you and the entire team for the inspiring time and the opportunity to broaden my professional horizons.

Every page of this story has been marked by valuable experiences and instructive moments. Working with so many talented people has not only allowed me to grow professionally but also personally. But now it is time to turn a new chapter and devote myself to new adventures.

Please confirm receipt of this letter as well as the date on which my employment officially ends. I also request the issuance of a qualified letter of reference, which you can please send to the address provided above.

With literary regards and best wishes for the future,
[Your Name]
(Signature)

Formal Termination Letter

Dear Mrs./Mr. [Last Name],

After careful consideration and with a solemn feeling in my heart, I hereby terminate my employment as of DD.MM.YYYY. The past years at [Company Name] have been a wonderful journey that has enriched me both professionally and personally. The decision to leave the company was not easy for me, but I look forward to the upcoming new challenges with joy.

I would like to thank you and the entire team for the support and the numerous instructive moments. The collaboration with all of you has always been characterized by professionalism and mutual respect.

Please confirm receipt of this letter as well as the date on which my employment officially ends. I would appreciate it if you could issue me a qualified letter of reference, which you can please send to the address provided above.

With solemn regards and best wishes for the future,
[Your Name]
(Signature)

Friendly Termination Letter

Dear Mrs./Mr. [Last Name],

It has been a great experience working at [Company Name], but I have decided to explore new paths. Therefore, I hereby terminate my employment with notice to terminate on DD.MM.YYYY. The decision was not easy for me as I have highly valued the collaboration with you and the entire team.

I would like to express my heartfelt thanks for the support, the numerous enlightening moments, and the friendly atmosphere that I was able to experience here. The past years have been a valuable time for me, during which I have grown both professionally and personally.

Please confirm receipt of this letter and the date on which my employment officially ends. Additionally, I request the issuance of a qualified reference letter, which you may kindly send to the address provided above.

With warm regards and best wishes for the future,
[Your Name]
(Signature)

Personal Resignation Letter

Dear Mrs./Mr. [Last Name],

After careful consideration, I have decided to terminate my employment at [Company Name] on DD.MM.YYYY. This decision is based on personal reflections and the desire to pursue a new career path. The past years at [Company Name] have been a valuable and enriching time for me, where I have gained many positive experiences.

I would like to thank you and the entire team for the support and the numerous enlightening moments. The collaboration with all of you has always been characterized by professionalism and mutual respect. I am grateful for the opportunity to continue my development in your company.

Please confirm receipt of this letter and the date on which my employment officially ends. Additionally, I request the issuance of a qualified reference letter, which you may kindly send to the address provided above.

Best regards and best wishes for the future,
[Your Name]
(Signature)

Motivated Resignation Letter

Dear Mrs./Mr. [Last Name],

I hereby resign from my employment, effective DD.MM.YYYY. This decision marks a new chapter in my professional journey, and I look forward to the upcoming challenges. The past years at [Company Name] have been a valuable time for me, where I have gained many positive experiences and have continued to grow both professionally and personally.

I would like to thank you and the entire team for the support and the numerous enlightening moments. The collaboration with all of you has always been characterized by professionalism and mutual respect. I am grateful for the opportunity to continue my development in your company.

Please confirm receipt of this letter and the date on which my employment officially ends. Additionally, I request the issuance of a qualified reference letter, which you may kindly send to the address provided above.

With motivated regards and best wishes for the future,
[Your Name]
(Signature)

These templates serve as a basis for your own resignation letter. Simply adjust the information to your situation and ensure that all necessary details are correct.

What should I consider when writing a resignation letter?

The resignation letter is an important step if you wish to terminate your employment. There are some essential points to consider to ensure that the resignation is legally valid and goes smoothly. Here are the most important aspects you should take into account:

1. Written Form

The resignation letter must be in written form. This means it must be written on paper and signed by hand. Electronic resignations via email, fax, or SMS are not legally valid. Section 623 of the German Civil Code (BGB) explicitly requires written form to ensure legal clarity and evidential value.

2. Clear Resignation Declaration

Your resignation must be clear and unambiguous. Avoid subjunctive mood or uncertain formulations. A clear sentence like “I hereby resign from my employment, effective DD.MM.YYYY” is necessary. It should be clearly stated in the subject line and the first sentence of the letter that it is a resignation.

3. Compliance with Notice Period

Check your employment contract to know the exact notice period. Typically, the notice period for employees is four weeks to the 15th or the end of a calendar month. Note that these deadlines may vary depending on length of employment and collective agreement. Make sure to comply with the notice period to avoid legal issues.

4. Date of Termination

Include the date in your termination letter indicating when you wish to end the employment relationship. This can be either a specific date or the "earliest possible date." Make sure the date is correct and complies with the contractual agreements.

5. Personal Signature

The termination letter must be signed by hand. A scanned or electronic signature is not sufficient. The handwritten signature is a necessary formal act that ensures the legal validity of your termination.

6. Acknowledgment of Receipt

To ensure that your employer receives the termination in due time, it is advisable to obtain confirmation of receipt of the termination letter. This can be done through a written acknowledgment of receipt. Alternatively, you can send the letter by registered mail with return receipt requested or deliver it in person and have the receipt acknowledged.

7. Request for Work Certificate

You should always mention your request for a qualified work certificate in your termination letter. A qualified work certificate is important for future applications, and you have a legal right to it. Formulate this request politely and clearly, for example: "Please issue me a qualified work certificate."

8. Closing Formulation and Friendly Farewell

End your termination letter with a friendly closing formulation. Even when leaving the company, it is important to remain professional and polite. Leaving a good impression creates a positive memory and can be beneficial for your future professional contacts.

Here is a sample termination letter that considers all these points:

Max Mustermann
Musterstraße 1
12345 Musterstadt

Beispiel GmbH
Personalabteilung
Beispielstraße 12
67890 Beispielstadt

Date: DD.MM.YYYY

Subject: Termination of my Employment Contract, Employee Number: 123456

Dear Mrs. Müller,

Herewith, I terminate my employment relationship with Beispiel GmbH properly and in due time as of DD.MM.YYYY. I would like to thank you for the collaboration so far and the numerous experiences I have gained in your company.

Please confirm receipt of this letter and the date of termination of my employment. Additionally, I request the issuance of a qualified work certificate, which I kindly ask you to send to the above-mentioned address.

Yours sincerely,
Max Mustermann
(Signature)

By following these points, you ensure that your termination is formally correct and legally effective. A well-formulated and proper termination helps maintain a professional relationship with your current employer and avoid potential legal complications.

Termination Letter Employment Contract: Structure & Content

A termination letter is a formal document that must meet certain requirements to be legally valid. Here is a detailed guide on the structure and content of a termination letter, ensuring that your letter contains all necessary information and meets formal requirements.

1. Letterhead

The letterhead must clearly and correctly state all relevant personal and company-related information:

• Your full name and current address
• The name and address of the employer
• Date of the letter

An example could look as follows:

Max Mustermann
Musterstraße 1
12345 Musterstadt

Beispiel GmbH
Personalabteilung
Beispielstraße 12
67890 Beispielstadt

Date: DD.MM.YYYY

2. Subject

The subject line should be clear and immediately indicate the purpose of the letter. Formulate it clearly and precisely, for example:

Subject: Termination of my Employment Contract, Employee Number: 123456

3. Salutation

The salutation is addressed to the responsible person, ideally your direct supervisor or the contact person in the HR department. A personal salutation demonstrates professionalism and respect. For example:

Dear Mrs. Müller,

4. Notice of Termination

The central part of your letter is the notice of termination. it must be unambiguous and clearly formulated. It should be clearly stated that you want to terminate the employment relationship and when this should happen. Example:

I hereby terminate my employment with Beispiel GmbH properly and on schedule on DD.MM.YYYY.

5. Thanks and Acknowledgment (Optional)

A friendly thank you for the cooperation to date can leave a positive impression. This is particularly useful when you are leaving on good terms and want to leave the possibility open to reconnect with the company in the future. Example:

I thank you for the cooperation to date and the numerous experiences I have been able to gather in your company.

6. Request for Confirmation

Request a written confirmation of receipt of your notice of termination and the termination date. This is important to ensure that your letter is processed correctly and in a timely manner. Example:

Please confirm receipt of this letter as well as the date of termination of my employment.

7. Request for Employment Reference

A qualified employment reference is an important document for your future career. Politely request it and make sure it is delivered to you in a timely manner. Example:

In addition, I request the issuance of a qualified employment reference, which you kindly send to the address mentioned above.

8. Closing Formula and Signature

End your letter with a friendly closing formula and your handwritten signature. The closing formula should be polite and professional. Example:

Yours sincerely,
Max Mustermann
(Signature)

Example Termination Letter

Here is a complete example of a termination letter that includes all the elements mentioned above:

Max Mustermann
Musterstraße 1
12345 Musterstadt

Beispiel GmbH
Human Resources Department
Beispielstraße 12
67890 Beispielstadt

Date: DD.MM.YYYY

Subject: Termination of my employment contract, personnel number: 123456

Dear Mrs. Müller,

I hereby terminate my employment with Beispiel GmbH properly and on schedule on DD.MM.YYYY. I thank you for the cooperation to date and the numerous experiences I have been able to gather in your company.

Please confirm receipt of this letter as well as the date of termination of my employment. In addition, I request the issuance of a qualified employment reference, which you kindly send to the address mentioned above.

Yours sincerely,
Max Mustermann
(Signature)

By following this structure, you ensure that your termination letter is complete and formally correct. This helps you to process the termination smoothly and professionally, leaving a positive impression on your employer.

Observe + calculate notice periods

When terminating an employment contract, it is crucial to observe the applicable notice periods to avoid legal complications. Both employees and employers must adhere to certain deadlines set out in the employment contract, collective agreement, or by statutory regulations. Here is a detailed guide on how to properly observe and calculate notice periods.

1. Statutory notice periods for employees

According to § 622 Abs. 1 BGB, the statutory notice period for employees is four weeks to the 15th or the end of a calendar month. This deadline applies to most indefinite employment relationships, unless otherwise agreed in the employment contract.

Example:

• Termination on the 15th of a month: The resignation must be submitted no later than four weeks in advance, so on the 17th of the previous month.
• Termination at the end of the month: The resignation must be submitted no later than four weeks in advance, so on the 3rd of the month.

2. Statutory notice periods for employers

For employers, the notice periods depend on the length of the employee's service within the company. These periods are regulated in § 622 para. 2 BGB and extend in stages based on the length of service:

3. Contractual Notice Periods

The employment contract or an applicable collective agreement may provide for longer notice periods than the statutory periods. It is important that the notice period for the employee cannot be longer than that for the employer. Read your employment contract carefully to know the exact periods.

4. Notice Periods During Probation

During the probation period, which usually lasts six months, the notice period for both parties is two weeks. This period applies regardless of the reason for termination and is intended to enable a flexible separation for both sides.

Example:

• Termination during probation: The termination must be submitted at least two weeks before the desired end date.

5. Immediate Termination

An immediate termination is only possible for good cause, which makes further employment until the end of the regular notice period unreasonable. Such reasons can be serious breaches of duty by the employer or employee, such as bullying, sexual harassment, or persistent non-payment of wages. The immediate termination must be made within two weeks of becoming aware of the important reason.

Example:

• Immediate Termination: The termination must be made in writing within two weeks of becoming aware of the reason.

6. Termination in Fixed-Term Contracts

Fixed-term employment contracts generally end upon the expiry of the agreed period. Ordinary termination before the end of the fixed term is only possible if expressly agreed in the employment contract or if there is good cause warranting immediate termination.

7. How to Calculate the Notice Period

To calculate the exact notice period, proceed as follows:

1. Check your employment contract for specific notice periods.
2. If no specific periods are agreed upon, apply the statutory periods.
3. Calculate the last day of the period and mark it as your termination date.
4. Ensure that you submit your notice in time for it to reach the employer within the period.

Calculation Example:

For instance, if you want to resign by September 30 and your notice period is four weeks, your termination letter must reach the employer no later than September 2. It's best to deliver the termination personally or send it by registered mail to be able to prove receipt.

By strictly adhering to the notice periods, you ensure the legal validity of your termination and avoid potential conflicts with your employer. Be sure to always check the deadlines and act in a timely manner to ensure a smooth transition.

Common Questions about Termination Letters

When terminating an employment relationship, there are many details to consider and numerous questions that may arise. Here are some of the most common questions about termination letters and their answers to help you better understand the process and ensure that you do everything correctly.

1. How do I write a timely termination letter?

A timely termination letter should be clearly and precisely formulated. Make sure to indicate the exact date of termination of the employment and adhere to the notice period.

2. On what date should I terminate: the 31st or the 1st?

Typically, terminations are issued for the end of the month. Therefore, you terminate on the last working day of the month, e.g., on January 31st or June 30th. The exact date depends on your notice period and the regulations in the employment contract.

3. Can I resign from my job before I start it?

Yes, you can terminate an employment contract before starting, unless this is explicitly excluded in the contract. However, the notice period only starts running after the start of employment, unless a different arrangement has been made. Check your contract for specific clauses.

4. What happens if I do not comply with the notice period?

If you do not adhere to the notice period, your employer may insist that you work until the end of the notice period. In some cases, the employer can also demand compensation if premature termination of the employment relationship causes them financial loss. It is therefore important to calculate and adhere to the deadline precisely.

5. Can I submit the resignation via email or fax?

No, a resignation must always be in writing and signed by hand to be legally valid. Resignations via email, fax, or SMS are not effective. Deliver your resignation letter in person or send it by registered mail to be able to prove its receipt.

6. What do I need to consider if I want to resign without notice?

A termination without notice is only possible for important reasons, such as serious breaches of duty by the employer. The termination must be made within two weeks of becoming aware of the grounds for termination. Clearly state the reasons in your letter and adhere to the deadline.

**Max Mustermann
Musterstraße 1
12345 Musterstadt

Beispiel GmbH
Personalabteilung
Beispielstraße 12
67890 Beispielstadt

Date: DD.MM.YYYY

Subject: Immediate termination of my employment contract, Employee ID: 123456

Dear Ms. Müller,**

with this letter, I hereby terminate my employment with Beispiel GmbH with immediate effect due to the following reasons: [Specify specific reasons]. Continuing the employment relationship is unreasonable for me.

Please confirm receipt of this letter and the date of termination of my employment. Additionally, I request the issuance of a qualified work reference, which you may send to the address mentioned above.

Kind regards,
Max Mustermann
(Signature)

7. Can I withdraw my resignation?

No, once a resignation has been given, it generally cannot be withdrawn. Unless your employer expressly agrees to the withdrawal. Therefore, it is important to carefully consider the decision before submitting the resignatio

8. Am I at risk of a payment suspension of unemployment benefits?

Yes, if you resign on your own, you may face a waiting period for unemployment benefits, which can last up to three months. Exceptions exist if you can prove that you resigned for important reasons such as bullying or health issues. However, these reasons must be well documented and verifiable.

9. What happens to my remaining leave after resignation?

Your remaining leave remains valid and must be granted or paid out if you are unable to take it. Discuss this early with your employer to find a smooth agreement.

With these answers to frequently asked questions about resignation letters, you are well informed and can submit your resignation confidently and correctly.