TOP 6 Legally Compliant Employment Contract Termination Forms for 2026

Using the correct labor contract termination request form is crucial to protecting your personal rights and avoiding legal risks. 1Office provides you with a complete set of 6 standard 2026 forms for all situations, helping you complete the resignation process quickly, legally, and in the most professional manner.

What is a labor contract termination request form?

A labor contract termination request form (often called a resignation letter) is an important administrative document created by an employee to submit to their employer (the Board of Directors or the Human Resources department). 

The purpose of this document is to formally announce the employee’s intention to cease fulfilling the obligations and rights committed to in the previous labor contract.

Legally, according to the provisions of the 2019 Labor Code, this is the initial step to legally exercise the right to unilaterally terminate a labor contract. Submitting the form helps to accurately determine the notification date, which is then used to calculate the required notice period (3 days, 30 days, or 45 days) in accordance with the law.

What content should a labor contract termination request form include?

A proper labor contract termination request form should include 5 main sections: Personal and company information, reason for termination, proposed resignation date, handover commitment, and signatures of the involved parties.

Personal and company information

This is a mandatory opening section to identify the parties involved in the civil/labor transaction.

• Employee: Full name, position, current department/division, employee ID (if any).
• Recipient: Addressed to the company’s Board of Directors, Head of Human Resources, or direct manager.
• Company information: The full name of the business as per the business registration certificate.

Reason for labor contract termination

You do not necessarily have to write in great detail about the reason for terminating the labor contract, but you should provide a clear and reasonable one. Some common reasons include:

• Change in career development direction.
• To resolve family matters or for personal health reasons.
• Relocation of residence.
• Completion of work objectives or by mutual agreement.

Note: Avoid using negative language or criticizing the former company to maintain a professional relationship.

Proposed resignation date

The proposed resignation date (last working day) is the most important content to cross-reference with the notice period required by the Labor Code. This date will be the basis for the company to arrange for a replacement and to calculate salary, bonuses, and allowances up to your last working day.

You need to state clearly: “I would like to terminate my labor contract effective from [date]… [month]… [year]…”

Based on legal requirements, to ensure this date complies with the correct notice period:

• 45 days for an indefinite-term contract.
• 30 days for a definite-term contract.
• 3 days for a probationary contract.

Work handover commitment

To ensure responsibility before leaving, you need to list or commit to fully completing the handover items in the labor contract termination request form:

• A list of ongoing tasks and their current progress.
• A list of assets, tools, and documents provided by the company.
• Information of the handover recipient (if available).

Signatures and Confirmation of Parties

For the application to be effective, confirmation from both parties is required:

• Employee: Sign and write full name.
• Opinion of the direct manager: Confirm the personnel situation and handover.
• Approval from the Board of Directors/HR Department: This is the basis for the company to carry out procedures for finalizing social insurance books and paying final allowances, salaries, and bonuses.

Pro tip: When submitting the application, you should prepare at least 2 copies (1 for the company, 1 to keep with a signature confirming receipt from the HR department) as evidence to protect your rights in case of disputes over the notice period.

To optimize this process and completely eliminate cumbersome manual paper signing, businesses can apply the 1Sign solution from 1Office – a digital signature system integrated directly into the management platform. 1Sign helps employees and leaders sign and approve applications right on their mobile devices, ensuring absolute legal validity and shortening approval time to just a few minutes.

Free Download: 6 Standard Labor Contract Termination Letter Templates for 2026

Template 1: Basic Labor Contract Termination Letter

This is the most common template, suitable for all types of office staff, workers, or general laborers. This template focuses on being concise, providing complete information, and following proper administrative procedures.

DOWNLOAD FOR FREE HERE 

Template 2: Unilateral Labor Contract Termination Letter

For cases where the employee proactively resigns under the unilateral right specified in Article 35 of the Labor Code. This template emphasizes adherence to the notice period to avoid complications regarding contract compensation.

DOWNLOAD FOR FREE HERE 

Template 3: Contract Termination Letter for Personal Reasons

If you are resigning for reasons such as caring for family, relocating, or health issues, this template will help you present your case tactfully and personally while maintaining professionalism.

DOWNLOAD FOR FREE HERE 

Template 4: Contract Termination Letter for Managers

Managers (Department Heads, Division Directors, etc.) often have more complex handover responsibilities and longer notice periods. This labor contract termination letter template includes additional sections for handing over personnel, strategic documents, and ongoing projects.

DOWNLOAD FOR FREE HERE 

Template 5: Resignation Letter for Teachers

The education sector has a unique schedule based on semesters and school years. This template is specifically designed for teachers at schools and training centers, with content related to handing over grades, student records, and teaching plans.

DOWNLOAD FOR FREE HERE 

Template 6: English/Bilingual Resignation Letter

For personnel working at multinational corporations (MNCs) or companies with foreign managers. This labor contract termination letter template uses standard international English HR terminology such as: Resignation Letter, Notice Period, Handover Process.

DOWNLOAD FOR FREE HERE 

Explore more:

13 Standard Resignation/Termination Letter Templates for 2026 (Word File, Google Doc)

Standard Leave Policy Template for Businesses

Regulations on Notice Periods According to the 2019 Labor Code (Updated 2026)

For the termination of a labor contract (LC) to be considered legal, the employee must strictly adhere to the regulations on the notice period. Pursuant to Article 35 of the 2019 Labor Code, this period is classified based on the type of contract you have signed:

Notice Period by Labor Contract Type

• At least 45 days: For an indefinite-term labor contract.
• At least 30 days: For a definite-term labor contract with a term from 12 months to 36 months.
• At least 03 working days: For a definite-term labor contract with a term of less than 12 months.

For some specific industries, occupations, or jobs: The notice period is implemented according to separate government regulations (often longer than the general regulations).

Cases where you can resign immediately (No prior notice required)

According to Clause 2, Article 35, employees have the right to unilaterally terminate their labor contract without prior notice in the following cases to protect your rights:

• Not being assigned to the correct job or workplace, or not being guaranteed the agreed-upon working conditions.
• Not being paid in full or on time.
• Being mistreated, beaten, or subjected to insulting words or actions by the employer that affect health, dignity, or honor; being forced to work.
• Being sexually harassed at the workplace.
• Pregnant female employees must resign as directed by a competent medical examination and treatment facility.
• Reaching the statutory retirement age (unless otherwise agreed by the parties).
• The employer provides dishonest information that affects the performance of the labor contract.

See more: 7+ Standard Maternity Leave Application Form Templates for Female Employees

Consequences of violating the notice period

If you resign arbitrarily without complying with the notice period mentioned above, the termination of the labor contract will be considered an illegal unilateral termination. In that case, according to Article 40, you will have to:

• Forfeit your severance allowance.
• Compensate the employer with half a month’s salary according to the labor contract.
• Pay compensation equivalent to the salary for the days you failed to give notice.
• Repay training costs (if any) as stipulated in Article 62.

Note: Always carefully check your contract type and see if it falls under any special cases to determine the exact submission date, avoiding unfortunate financial risks.

Important notes when writing a labor contract termination letter to avoid legal disputes

To ensure a smooth, lawful resignation process without financial or legal repercussions, you should pay special attention to the following points when drafting and submitting the labor contract termination application form:

Always do it in writing

According to Article 35, the prior notice must be in writing. Even if you have spoken directly or messaged your manager, a physical letter or an official email is the only legal proof to determine the start of the notice period. Avoid resigning verbally, as the company may consider it an arbitrary resignation.

Establish proof that the company has received the letter

Disputes often arise when the employee claims to have “submitted the letter,” while the company claims to have “not received it.”

• If submitting in person: Print two copies, and ask the HR department or your manager to sign and date the copy you keep as proof of receipt.
• If sending by email: Send it from your personal email to the company’s official email, CC your direct manager, and request a read receipt.

However, sending applications via email or traditional paper still carries risks such as: the letter getting lost, being “forgotten” in the inbox, or causing difficulties for approval if the leader is on a business trip.
To completely overcome this situation, many businesses now use 1Office. This system allows for automated routing of applications and tracks the entire processing history. Combined with the 1Sign digital signature solution, approvals can be done directly on the system with full legal basis, helping to establish the receipt and approval time transparently, eliminating 100% of future dispute risks.

Register for a free feature Demo!

State the exact last working day

Don’t write vaguely like “resigning next month.” State clearly: “My last working day at the company is [date]… [month]… [year]…”.

Calculate this date yourself to ensure it meets the required notice period (45 days, 30 days, or 3 days) based on your labor contract type to avoid being considered in breach of contract.

Detail the handover content (Article 48)

Pursuant to Clause 3, Article 48, employees are responsible for handing over their work and assets. In the letter, you should commit to a complete handover. Note: The company has the right to withhold part of your salary or other payments if you have not completed the handover of assets (laptop, parking card, confidential documents, etc.) according to internal regulations.

Clearly state the grounds for resigning without notice

If you fall under the cases for immediate resignation (such as unpaid wages, mistreatment, etc., according to Clause 2, Article 35), clearly state this reason in your letter. Clearly stating the legal grounds helps protect you from being countersued by the company for violating the notice period.

Maintain a professional attitude until the very end

Even if the reason for leaving is unpleasant, present your letter in a polite tone. This helps expedite the approval process from the Board of Directors and makes it easier for you to retrieve your Social Insurance book and work experience confirmation documents later.

See also: 6+ Labor Contract Termination Decision Templates 2026 – Download Now & Detailed Drafting Guide

1Office – Automated Document and Resignation Form Management System

In the context of the 2026 digital transformation, the use of traditional paper forms is gradually being replaced by electronic processes to ensure accuracy and security. 1Office is proud to provide a comprehensive business management solution, helping to professionally digitize the entire system of forms and administrative documents.

With 1Office’s Document Management module, the labor contract termination process becomes more streamlined and legally compliant than ever, thanks to its outstanding features:

• Automated approvals: Forms are automatically routed to the correct authority level according to the set process; processing status is updated in real-time.
• Legally compliant digital signatures: Allows for signing, approving, and issuing termination decisions directly on the system, ensuring authenticity and reducing processing time.
• Centralized storage: All labor contracts, forms, and handover records are managed on a Cloud platform with a strict access permission system.
• AI data extraction: Automatically extracts information (document number, date, summary), minimizing manual data entry and errors.
• Mobile accessibility: Supports flexible submission and approval of forms anytime, anywhere via the app, ensuring the process is not interrupted.

Using 1Office not only helps businesses optimize 90% of their administrative processing time but also builds a transparent, professional, and modern work environment.

Frequently Asked Questions about Labor Contract Termination Letters

Does a labor contract termination letter need to specify the resignation date?

Yes. This is the sole legal basis for determining whether you have complied with the required notice period (3, 30, or 45 days) under Article 35. Without a specific date, the company will have no basis to finalize your payroll, conduct the work handover, and complete the procedures for returning your Social Insurance book.

Are there penalties or compensation for resigning without notice?

Yes. You will not be entitled to severance pay, and you must compensate the company with half a month’s salary plus an amount equivalent to your salary for the days you failed to provide notice.

What should an employee do if the company does not approve their resignation letter?

You can still resign. The right to unilaterally terminate a labor contract is the employee’s right. You should send the letter via registered mail or official email as proof; after the statutory notice period (30 or 45 days) has passed, you have the right to leave even if the company has not signed it.

In which cases can an employee resign immediately without notice?

According to Article 35 of the Labor Code, these include: not being paid fully or on time; being mistreated, beaten, insulted, or sexually harassed; not being assigned the correct job/location; a pregnant female employee needing to leave based on a doctor’s order; or reaching retirement age.

What benefits is an employee entitled to upon contract termination?

They are entitled to full payment for actual days worked, payment for any unused annual leave, severance pay (if eligible), and the company must complete the procedures to finalize their Social Insurance book.

Conclusion

Preparing a compliant labor contract termination letter template is not just a simple administrative procedure; it is also a way to fully protect your legal rights and maintain a professional image in the eyes of employers. Hopefully, with the 6 standard 2026 templates and the detailed explanations of the Labor Code shared by 1Office, you can confidently complete the resignation process as smoothly and amicably as possible.

Remember to always adhere to the notice period and complete a full handover to be ready for new, successful journeys ahead!