Templates
Termination Letter – & workplace-ready free
Free termination letter template for Excel and Google Sheets. Clear termination wording and mandatory details for employment contracts. Download now.
- 100% free
- Workplace-ready
- Excel & Google Sheets
What is a letter of termination template and what types are there?
Under German law, ending an employment contract requires a clear written notice. A termination letter template (German: Kuendigungsschreiben) helps you include sender, recipient, termination date, type of termination, and notice period as required by Sections 622 and 623 of the German Civil Code (BGB).
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.
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. After leaving, you may need an employment certificate for benefits. Archive copies in employee files if you act for an employer.
Write a termination letter correctly: wording and structure
Under German law, the termination must be unmistakable. The standard wording is: "I hereby terminate the employment contract between us in due form with effect on [date]." Vague phrases such as "I intend to resign" are not effective.
Structure:
- Sender: Your name, cover letter, employee number if applicable
- Recipient: Employer company, HR contact, full cover letter
- 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
For extraordinary termination, state the reason. If unsure, consult an employment lawyer—this template is not legal advice. Example for probation: "I hereby terminate the employment contract, observing the two-week notice period during probation, with effect on [date]." See our employment reference template for reference wording after you leave.
Notice periods under §622 BGB: observe and calculate
| 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 |
Collective agreements or your contract may set longer periods—check your contract first. The Ordio workbook includes a notice-period sheet.
Section 622 BGB
Section 622 BGB: Statutory minimums apply unless the contract provides longer periods for employees. Shorter employee notice than 4 weeks to the 15th or month end is not permitted after probation.
When does employment end?
| Scenario | Receipt | Employment ends |
|---|---|---|
| 4 weeks to month end (after probation) | 10 March | 30 April |
| 2 weeks (probation) | 10 March | 24 March |
"4 weeks to month end" means the end of the calendar month following receipt. Fixed-term contracts usually end automatically—verify your contract before sending ordinary notice.
Fill out the termination letter: step-by-step
How to use the termination letter template:
- Your details: Name, cover letter, employee number.
- Employer details: Company, HR contact, full cover letter.
- Letter date: Today’s date.
- Termination date: Last day of employment—must respect the notice period.
- Type: Ordinary or extraordinary; state the reason if extraordinary.
- Notice period: e.g. "4 weeks to the end of the month" or "2 weeks during probation".
- Optional: Ask for written receipt and a qualified employment reference.
- Sign: Handwritten signature on the printed letter (Section 623 BGB).
- Deliver: Registered post with return receipt or hand delivery with proof of receipt.
Print, sign, and keep proof of receipt. Employers can archive the document in Ordio employee files.
Legal notes: written form, §623 BGB, and unfair dismissal protection
Under German law, Section 623 BGB requires written form: a handwritten signature on paper. Termination by email, instant message, or ordinary fax is ineffective unless a qualified electronic signature is used as permitted.
- Written document with personal signature
- Receipt by the employer must be provable
- Email without proper signature is not valid
The Protection Against Dismissal Act (KSchG) applies to larger employers when they terminate staff—they need a social justification. Employees terminating voluntarily do not need to state a reason for ordinary notice.
Where a works council exists, the employer must consult it before dismissing—this does not change what you write as an employee resigning. This template does not replace legal advice for dismissal protection, extraordinary termination, 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 – free & workplace-ready
When do you have a three-month notice period?
Under German law, a three-month notice period often applies after longer service for employer terminations under Section 622 BGB—typically from five years with the company. Employees usually have four weeks unless the contract says otherwise. Use a termination letter template to calculate the correct end date.
What notice period applies for how long you have worked?
Under German law, notice depends on length of service under Section 622 BGB. Employees usually terminate with four weeks to the 15th or month-end. Employer notice periods increase with tenure (for example one month from two years, up to seven months from twenty years). A termination letter template helps you get the date right.
Do you always have three months' notice?
No. Under German law notice varies by contract, Section 622 BGB, tenure, and whether you are employee or employer. During probation, two weeks is common. Use a termination letter template and check your contract for your case.
How do I terminate employment with three months' notice?
With three months' notice, the employment relationship ends at the end of the third month after the employer receives your letter. Count from receipt of the signed notice. Follow Section 622 BGB and written form under Section 623 BGB (German law). A termination letter template reduces formal errors.
Does an employee always have four weeks' notice?
No. Under German law the statutory default is often four weeks to the 15th or month-end (Section 622 BGB). Probation may be two weeks; contracts can differ where permitted. Check your contract and use a termination letter template for wording.
When must notice be given with a three-month period?
Notice must reach the other party in time so the contract ends on the intended date—three months ahead for a three-month period, per contract or Section 622 BGB under German law. Send the signed letter in good time; registered post is common. A employee termination letter template lists required details.
When can you ignore a three-month notice period?
Extraordinary termination without notice under German law is only for important cause. In probation, two weeks usually applies. Shorter contractual notice may apply if valid. Use a termination letter template for ordinary notice.
How do I calculate three months' notice for a flat (rental)?
Rental notice follows German tenancy law, not employment law. This termination letter template is for employment contracts under Section 622 BGB. For flats, use tenancy-specific guidance.
What is the notice period under the BGB?
Under German law, Section 622 BGB sets default notice—typically four weeks to the 15th or month-end for employees, two weeks in probation, and longer employer periods with tenure. Written form under Section 623 BGB is required. A termination letter template helps with dates and wording.
When must I give notice if my contract says three months?
Send written notice so it arrives in time for the contract to end on your target date—count from when the employer receives it. Include required details per Section 622 BGB under German law. A termination letter template helps avoid form mistakes.
Is this template for ending a rental agreement?
No. Our termination letter template is for employment under German law ( Section 622 BGB), not for housing. Rental notice uses different rules and forms.
How do I write a simple termination letter?
Use a termination letter template with your and the employer's details, date, clear termination to the correct end date, signature, and compliance with Section 622 BGB and written form ( Section 623 BGB) under German law. Print, sign by hand, and keep proof of delivery.