Templates
Termination Letter free & workplace-ready
Termination letter template with notice-period helper. Adapt to local contract and employment law before use.
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What is a termination letter template for German employment?
For employment in Germany only. This page and workbook follow the German Civil Code (BGB)—not US at-will rules, UK statutory notice, or tenancy law. Prefer German? See Kündigungsschreiben Vorlage.
Under German law, ending an employment contract requires a clear written notice—a letter of termination or termination letter (German: Kündigungsschreiben). A template helps you include sender, recipient, last day of employment, type of notice, and the notice period required under §§622 and 623 BGB.
If you need a termination of contract letter to your employer, the same rules apply: follow the notice period in your contract or §622 BGB, meet §623 written form, and count time from when HR receives your signed letter—not when you draft it.
Resignation letter vs termination letter: In UK English you might call this a resignation letter. In Germany, voluntary resignation is still a Kündigung; the sample wording below matches what German HR expects on paper.
Common types of termination in Germany:
- Ordinary termination by the employee: Ends the contract on the agreed date respecting the notice period (probation: often 2 weeks; after probation: 4 weeks to the 15th or month end under statutory rules).
- Ordinary termination by the employer: Longer notice periods apply, staggered by length of service.
- Extraordinary (immediate) termination: Only with an important reason; the reason must be stated.
- Termination during probation: Up to 6 months’ probation—typically 2 weeks’ notice, any day.
- Fixed-term contracts: Usually end on the agreed date; ordinary termination may be excluded.
- Mutual termination agreement (Aufhebungsvertrag): A separate contract to end employment on agreed terms—not covered by this ordinary-notice letter; get legal advice before signing.
The Ordio template is an Excel workbook with a notice-period helper. Export to PDF, print, sign by hand, and deliver as required—email alone is not valid under Section 623 BGB. Estimate dates with our notice period calculator (German UI). After leaving, you may need an employment certificate for benefits. Employers can archive copies in employee files.
Worked examples: employee notice, probation, and employer notice
These fictional scenarios show how receipt (Zugang) by the employer starts the notice period under §622 BGB. Dates are illustrative—check your contract, any collective agreement, and the notice-period sheet in the workbook. This is practical guidance, not legal advice.
Employee — four weeks to month end
Anna works in Berlin and posts a signed letter on 8 March (registered mail). HR receives it on 10 March. She states ordinary termination with effect on 30 April (four weeks to month end after receipt). She keeps the postal receipt and asks HR for written confirmation of the end date. She does not need to give a reason for voluntary resignation.
Employee — two weeks during probation
James is in his fourth month of probation. On 3 June he hands the letter to HR with a delivery receipt. He observes the two-week notice period during probation, with employment ending on 17 June. The letter states clearly: "I hereby terminate the employment contract, observing the two-week notice period during probation, with effect on [date]."
Employer — notice by length of service
Muster GmbH terminates an employee who has worked there for three years. HR uses the tenure table: at least one month to month end after receipt. The letter is on company letterhead, signed by an authorised representative, and delivered with proof of receipt. Where a works council exists, the employer hears it before dismissal—that step is separate from the wording in the letter.
Write a termination letter correctly: wording and structure
Your termination must be unmistakable under German law. A reliable core sentence is: "I hereby terminate the employment contract between us in due form with effect on [date]." Phrases such as "I intend to resign" or "I am considering leaving" do not end the contract.
Structure
- Sender: Your name, postal address, employee number if applicable
- Recipient: Employer company, HR contact, full postal address (not a private manager’s email)
- Date: Date of the letter (not necessarily the termination date)
- Subject: e.g. "Termination of my employment contract"
- Salutation: Dear [name]
- Termination sentence: Clear declaration with end date
- Notice period: State the period you are observing
- Optional: Request written receipt; request an employment reference
- Closing: Kind regards, handwritten signature
Example phrases
After probation: "I hereby terminate the employment contract between us in due form with effect on [date], observing the statutory notice period of four weeks to the end of the month."
During probation: "I hereby terminate the employment contract, observing the two-week notice period during probation, with effect on [date]."
Optional closing lines: "Please confirm receipt in writing." and "I would appreciate a qualified employment reference when my employment ends."
Termination letter sample (ordinary notice by employee)
[Your name]
[Street, postcode, city]
[Date]
[Employer legal name]
[HR / personnel department]
[Company address]
Subject: Termination of my employment contract
Dear [Name],
I hereby terminate the employment contract between us in due form with effect on [date], observing the statutory notice period of four weeks to the end of the month.
Please confirm receipt in writing. I would appreciate a qualified employment reference when my employment ends.
Kind regards,
[Handwritten signature]
[Printed name]
For extraordinary termination, state the reason. If unsure, consult an employment lawyer—this template is not legal advice. See our employment reference template for reference wording after you leave. For US-style summary dismissal, see our summary dismissal article (different jurisdiction).
Employee vs employer notice (statutory minimums)
Under §622 BGB, employees and employers follow different default notice periods unless your contract or collective agreement says otherwise.
Employees cannot give less than four weeks to the 15th or month end after probation, but your contract may require longer notice. Employers must meet longer tenure-based minimums when they terminate. Check your contract before you fix a last day of employment in the letter.
| Party | Typical statutory notice | Notes |
|---|---|---|
| Employee (after probation) | 4 weeks to the 15th or month end | Shorter periods for employees are not allowed after probation |
| Employee (probation) | 2 weeks | Any day of the week; check contract |
| Employer | Increases with length of service | See tenure table below; works council rules may apply |
Employer notice periods under §622 BGB (by tenure)
When the employer gives ordinary notice, statutory minimums increase with tenure unless a collective agreement or contract sets different rules. Employee notice stays shorter (see table above). Dismissal protection and works council consultation are separate requirements for employers.
| Length of service | Notice period |
|---|---|
| 2 years | 1 month to month end |
| 5 years | 2 months to month end |
| 8 years | 3 months to month end |
| 10 years | 4 months to month end |
| 12 years | 5 months to month end |
| 15 years | 6 months to month end |
| 20 years | 7 months to month end |
Notice period timing: receipt and last day of employment
Collective agreements or your contract may set longer periods—check your contract first. The Ordio workbook includes a notice-period sheet aligned with §622 BGB.
When does employment end?
Notice runs from receipt (Zugang)—when the employer can access your signed termination in their sphere of control (for example when registered mail is collected or when HR accepts hand delivery). The date printed on the letter is not the start of the notice period. The table uses receipt on 10 March as an example.
| Scenario | Receipt | Employment ends |
|---|---|---|
| 4 weeks to month end (after probation) | 10 March | 30 April |
| 2 weeks (probation) | 10 March | 24 March |
How to read “four weeks to the 15th or month end”
After probation, employee notice is four weeks to the 15th of a calendar month or to the end of a calendar month. HR usually calculates the earliest valid end date from the receipt date plus the waiting period, then aligns it with the next qualifying 15th or month-end.
Example: receipt on 10 March with four weeks to month end often yields a last day of employment on 30 April (as in the table above)—not 10 April. If your contract says “to the 15th,” the end date may be the 15th of the month after the wait instead.
Fixed-term contracts usually end on the agreed end date; ordinary termination may be excluded entirely. Part-time and mini-jobs still follow the same BGB written-form rules—only notice lengths may differ by contract.
When in doubt, cross-check with our notice period calculator and your HR department before posting the letter.
Written form under §623 BGB vs email
§623 BGB requires written form for termination of employment: a document with your handwritten signature. The goal is a clear, durable record—not a quick message. Export the filled template to PDF for printing; signing happens on paper unless a qualified electronic signature is valid in your case.
| Channel | Valid termination? | Practical note |
|---|---|---|
| Printed letter + handwritten signature | Yes | Keep proof of receipt (registered post or hand delivery) |
| Hand delivery to HR with dated receipt on your copy | Yes | Ask HR to sign or stamp your duplicate for the receipt date |
| Ordinary email or chat message | No | Does not satisfy written form |
| Scanned PDF attached to email (no qualified e-signature) | No | Same as email—the signed original or a valid qualified electronic signature is required |
| Qualified electronic signature | Sometimes | Only if permitted and technically valid—seek legal advice |
Fill out the termination letter: step-by-step
How to use the termination letter template in Excel or Google Sheets:
- Your details: Enter your name, postal address, and employee number if your company uses one.
- Employer details: Legal company name, HR contact, and full postal address so the letter reaches the right recipient.
- Letter date: Today’s date on the letter—not the same as the last day of employment.
- Termination date: Last day of employment after the notice period. If you give four weeks to month end, the earliest end date depends on the day HR receives the signed letter.
- Type: Ordinary (with notice) or extraordinary (immediate, with important cause).
- Notice period: State the period you observe, e.g. "four weeks to the end of the month" or "two weeks during probation".
- Check the notice sheet: Use the workbook’s notice-period helper to compare receipt date and statutory end dates.
- Optional: Ask for written receipt and a qualified employment reference (Arbeitszeugnis).
- Sign: Print, add a handwritten signature on paper (Section 623 BGB).
- Deliver: Registered post with return receipt or hand delivery with a dated receipt from HR.
Export to PDF for a clean print layout, then post or hand over the signed original. Keep a copy of the signed letter and proof of delivery. Employers can store the scan in Ordio employee files after receipt.
Legal notes: written form, §623 BGB, and unfair dismissal protection
As above, §623 BGB requires written form for employment terminations: typically a handwritten signature on paper. Email, chat, or ordinary fax does not replace that unless a valid qualified electronic signature applies.
Written-form checklist
- Termination on paper (or valid qualified electronic signature)
- Personal handwritten signature of the person giving notice
- Clear termination sentence with the last day of employment
- Proof that the employer received the letter on a known date
Common mistakes to avoid
- Sending only an email or Teams message without written form
- Using uncertain wording (“planning to leave”) instead of a clear termination
- Setting an end date that ignores receipt or collective agreement notice
- Forgetting to keep a copy and delivery proof
The Protection Against Dismissal Act (KSchG) generally applies when the employer terminates employees in businesses with more than ten full-time-equivalent staff—the employer needs a social justification (conduct, person, or operational grounds). Employees terminating voluntarily do not need to state a reason for ordinary notice.
Where a works council (Betriebsrat) exists, the employer must hear it before dismissing employees. As an employee resigning, you do not need to notify the works council yourself—the employer handles co-determination. Official text: §622 BGB (notice) and §623 BGB (written form). This template does not replace legal advice for dismissal protection, extraordinary termination, mutual termination agreements, or special contract terms.
Related templates: employment reference and employment certificate.
Archive termination letters with Ordio
Compliant documentation and smoother workflows
Audit-ready documentation
Termination documents stored in a GDPR-aligned way
Compliance support
Automatic checks for deadlines and legal requirements (adapt locally)
Central management
All documents stored in digital employee files
Time saved
Less manual work when documenting
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Frequently asked questions about Termination Letter
Is this termination letter template for the US or UK?
Does an email count as a valid termination in Germany?
What should a termination letter sample include in Germany?
How much notice must an employee give in Germany?
What notice applies during probation?
Can I use this template for a rental or flat termination?
Do I have to give a reason when I resign?
How should I deliver the termination letter?
What is the difference between ordinary and extraordinary termination?
What documents might I need after termination?
Often a qualified employment reference (Arbeitszeugnis) and sometimes an employment certificate for benefits. See our employment reference template and employment certificate template for wording.