Unemployment Insurance Notification

Most states require employers to give separating employees a written notice explaining how to apply for unemployment insurance benefits.

See the Step-by-Step ProcessView the Template
What Written notice to separated employees explaining how to apply for unemployment insurance (UI), including instructions, contact information, and any state-mandated form.
Who Practically all employers that pay into state UI systems; several states require a specific employer-completed form at separation.
When At the time of separation. Some states set a specific deadline of a few days after the last day worked.
Risk State penalties and fines for non-compliance, plus avoidable friction or disputes during the claims process if the employee wasn't informed.
Trigger Timing Who Sends Notes
Any separation (termination or layoff) At separation or shortly thereafter Employer / HR Use your state's required form if one exists.
Voluntary resignation At separation; some states require notice even for voluntary quits Employer / HR Employees who quit may still be eligible in some circumstances; provide the notice regardless.
Reduction in hours causing partial unemployment When hours are reduced significantly Employer / HR Some states (such as New York, Pennsylvania) require notice for partial unemployment as well.
Trigger: Any separation (termination or layoff)
Timing: At separation or shortly thereafter
Notes: Use your state's required form if one exists.
Trigger: Voluntary resignation
Timing: At separation
Notes: Some states require notice even for quits; provide it regardless.
Trigger: Reduction in hours (partial unemployment)
Timing: When hours are reduced significantly
Notes: NY and PA require notice for partial unemployment too.
  • Your state's required UI notice form or handout, downloaded from the state labor agency; use the current version.
  • Link to the state's online claim portal and phone number for UI inquiries.
  • Employee's separation date and last day worked.
  • Basic employer information often requested on state forms: company name, address, FEIN, and state UI account number.
1
Identify your state's requirementCheck whether your state mandates a specific UI notice form or whether a general written notice is acceptable. See Special Cases & State Variations below.
2
Prepare the packetInclude the required state form (if applicable), the URL and phone number for the state's UI claim portal, and any employer-specific information the form requires.
3
Deliver at separationProvide the notice in writing: paper copy at the termination meeting or PDF sent the same day.
4
Document deliveryNote the date and method. A signed acknowledgment or email delivery record is sufficient.
5
Respond to UI agency requestsAfter separation, watch for requests from the state UI agency for separation information and respond within the stated deadline.
  • Provide in person at the termination meeting, or email a PDF the same day if the employee is remote.
  • For remote or field employees, send electronically and request a read receipt or acknowledgment reply.
  • Always use the current version of any state-required form; check the state agency's website periodically and update your templates when forms are revised.
  • Notice copyCopy of the UI notice or form provided to the employee.
  • Delivery recordSigned acknowledgment or email delivery record with date and recipient.
  • Separation memoMemo documenting the last day worked and reason for separation, useful if the state UI agency requests separation information.

Common traps

Skipping a required state form: A general notice isn't enough in states that mandate a specific form (such as NJ BC-10, CA DE 2320, PA UC-1609). Using the wrong document, or none at all, is non-compliance even if the employee understands they can file.
Sending only a link: Some states require the employer to complete a form with employer-specific information, not just point the employee to the state website.
Not documenting delivery: Without proof of delivery, a dispute over whether the notice was provided becomes your word against the employee's.
Using an outdated form: State forms are revised periodically. If you download once and reuse for years, you may be giving employees an invalid version.

FAQs

Do we have to provide notice even if the employee quit?
In many states, yes. The notice requirement applies to all separations, not just employer-initiated ones. Employees who resign may still be eligible under certain circumstances, and the state may require employers to notify them regardless of the reason for separation.

What information should the notice include?
How to file a claim, where to file (URL and phone number), the state UI agency's contact information, and any employer-specific fields required by the state form (company name, FEIN, UI account number, last day worked).

What happens if we don't comply?
State-level fines or corrective action, plus friction in claim processing. If the employee files late because they weren't notified, the state may scrutinize the employer's role in the delay.

  • California: Employers must provide the "For Your Benefit" pamphlet (DE 2320) at separation and also at hire. Required for all separations regardless of reason.
  • New Jersey: Employers must provide Form BC-10 to all separated employees, whether the separation is voluntary or involuntary.
  • New York: Employers must notify employees of UI eligibility upon any qualifying event causing total or partial unemployment.
  • Pennsylvania: Employers must provide Form UC-1609 to separating employees and to employees whose hours are reduced significantly enough to qualify for partial benefits.
  • States without a mandatory form: A written notice explaining how and where to file, the employer's name and address, and the employee's last day worked is generally sufficient, but verify with your state's labor agency.

Use the letter below for states that don't require a specific form. For states that do (CA, NJ, NY, PA; see links in Official Guidance), use the state's form instead of this letter.

GENERAL-PURPOSE UI NOTIFICATION LETTER

Customize with your company information and provide to the employee at or immediately after separation.

[Company Name]
[Company Address]
[City, State, ZIP]

Date: _______________

To: [Employee Name]
Re: Unemployment Insurance Benefits, Information for Separated Employees

Your employment with [Company Name] ended on [Last Day Worked]. You may be eligible to apply for unemployment insurance (UI) benefits through [State] Department of Labor.

How to apply:
File your claim online at [State UI Portal URL] or by calling [State UI Phone Number]. File as soon as possible after your last day of work; delays may affect the date your benefits begin.

What you will need: Your Social Security number, employment history for the past 18 months (employer names, addresses, dates of employment), and your last day of work.

Employer information for your claim:
Employer name: [Company Name]
Employer address: [Address]
Federal Employer Identification Number (FEIN): [FEIN]
Your last day worked: [Date]

If you have questions about the UI application process, contact your state's UI agency directly at the number or website above.

Sincerely,
[HR Representative Name]
[Title]
[Contact Information]

Employee acknowledgment of receipt: _________________________ Date: _________

State UI Agency Quick Reference

Links to file or look up state-specific requirements for the most common states. Always download forms directly from the state agency; do not use forms from third-party sites.