Whatever work environment you are exposed to, communication is of high importance. From the very first time an employee walks through the company doors to the very last day of his/her employment, communication plays a vital role.

Time comes when there is a need to let go of an employee, whether it was his/her choice or your choice as an employer. You have a responsibility to your employee even on his/her last few days of work in your company. Part of your responsibility would be issuing a notice of separation.

In this article, we would like to give you some information regarding separation notices and the benefits that both the employer and employee can get from the issuance of one. We will also list some of the common separation from employer situations where a separation notice can be issued. We have also include sample notice letters for you to refer to and use when you start writing your very own separation notice.

Separation Notice Template

Standard Separation Notice Template

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Student Employee Separation Notice

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Employment Separation Notice Template

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Labor and Work Force Separation Notice Template

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What Is a Separation Notice?

A separation notice template is basically a document that an employer issues to an employee when the employment of that particular employee has come to an end. These documents are typically used to terminate employees from work.

Separation notices are not mandatory, but if an employer does issue one to an employee, it would be beneficial if they do so should any confusion and dispute arise. These follow a certain format and should be legally correct and contain the most vital information regarding why such document has been issued to the employee. It should have all the details, and you can also check out final notice templates since these are pretty similar to separation notices.

When Is a Separation Notice Issued to an Employee?

A separation notice may be issued by an employer to an employee for a wide variety of reasons. The most common reasons are due to

  • employee misconduct,
  • employment redundancy,
  • employee leaves for better opportunities, and
  • retirement.

You may think that a separation notice is a lot like an employment termination letter. However, both documents are quite different. While separation notices are also given to employees who are terminated from their job, it is not solely issued for that reason alone. It is given when an employee chooses to separate from the employer based on the reasons mentioned above whereas a termination letter is issued to an employee when an employer decides to end the employee’s employment in the company.

What Is Discussed in a Separation Notice?

Notices will typically discuss important details regarding the employment and separation from employment of an employee. It will typically include

  • employee details such as complete name, address, and Social Security number;
  • the duration of the employee’s employment in the company;
  • the reason why separation notice is being issued;
  • retirement details if employee is separating due to retirement; and
  • severance pay details.

Benefits of a Separation Notice

Issuance of separation notices is beneficial for both the employees and employers. For employees, unemployment benefits will be easier to get most especially if separation was not due to termination from the company. Since a separation notice gives a quick outline of the employee’s separation from the company, it will be easier for agencies to assess whether or not the employee is eligible for unemployment benefits or otherwise. A separation notice can also be attached to a future employment application to answer any question that potential employers might ask regarding the separation from the previous company.

Employers, on the other hand, can make use of separation notices for record-keeping. It also helps them to ensure the consistency of termination in the workplace as fair as possible and that all employees who separated from the company, whether dismissed or otherwise, have gone through the correct process of leaving the company.

Requirement to Issue a Separation Notice

You may also ask, “Are employers required to give separation notice?” The answer to this question is yes and no. Yes as there are states that require employers to give their employees one while other states do not require one to be given. For states that do not require one, it will be up to the discretion of the employer if they would issue one to their employee or otherwise.

Formal Separation Notice Template

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Employee Separation Notice Template

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Professional Separation Notice Template

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Work Separation Notice Template

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Sample Separation Notice Template

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Types of Separation From Work

There are a wide variety of ways that an employee loses his/her job from an employer. It can either be voluntary or non-voluntary. Here, we give you a list of some of the most common types of separation from employment.

  • Constructive dismissal. This type of separation occurs when an employee is under the impression that he/she is left with no choice but to leave his/her work. Take a look at our dismissal letter templates.
  • Fired. An employee is often removed from his/her duties due to incompetence, poor performance, or company violations.
  • Lay off. This is a type of separation where an employer decides to let an employer know that his/her services are no longer needed by the company. This typically happens when there are economical changes, company restructuring, employee redundancy, attrition, or changes in terms of function occur. This can happen to either one or more employees at the same time.
  • Resignation. This separation occurs when an employee decides that he/she wants/needs to leave the current position he/she has. Oftentimes, an employee will hand a written documentation of his/her want to detach from the company in the form of a two-week resignation letter. The amount of notice to be given will vary from employer to employer, so make sure that you follow the preferred amount of notice to be given to your employer.
  • Forced resignation. This often happens when an employee is given the choice of whether to resign or to get fired. Oftentimes, an employee is advised to resign to ensure that their record will not show that they have been terminated from work and make it easier for them to get a job in the future.
  • Termination. An employee can either be terminated for cause or terminated involuntarily.
    • Termination for cause often occurs when an employee is terminated for a specific reason. It can either be because of the following circumstances:
      • Violation of company code of ethics
      • Violation of company rules
      • Breach of employment contract
      • Company theft
      • Falsification of documents
      • Violence
      • Harassment
      • Threatening other employees
      • Insubordination
    • Involuntary termination occurs when employee gets fired or gets laid off from the company.
  • End of employment contract. Once the contract is completed or has come to an end, an employee gets separated from the employer unless he/she has been offered an extension.
  • Retirement. This is a separation from employer where an employee decides to cease working upon reaching the required retirement age. You can take a look at retirement resignation letter samples and templates to give you a wider perspective about how to write a retirement resignation letter.

How to Write a Separation Notice

Coming up with a good and well-written separation notice letter should not be that hard. However, you have to make sure that you know well-enough what you should include in order to ensure that everything will be easy to understand and will be clear and precise. Here’s a quick guideline of how you can come up with a separation notice.

  • Know your purpose for writing. Know the reason why you are writing the separation notice and who you are writing it to. Make sure you get the essential details of the separation before you start writing one.
  • Gather all key information. This would include the employee’s personal details and employment details.
  • Organize. Make an outline for what you are going to write. This way, you know the sequence of what you will be including in the letter. For more information regarding outlines, you can take a look at outline samples.
  • Make it brief and clear. There is no need for you to write a long separation notice as these documents are direct to the point. What you need to do is to make this employee notice as brief as possible to ensure that you are not taking up a lot of the employee’s time. It is also important to make sure that the notice is easy to understand.
  • Make use of formal language and tone. This is a formal document used within your company. Jargon is to be avoided and you also have to make sure that you make use of simple words.
  • Proofread. Do not forget to proofread and double-check the details you have written. Grammatical errors and spelling errors are a big NO for these documents.

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