Being let go is stressful enough without chasing paperwork afterwards. If your employer handed you a termination letter and you have since lost it, or if you never received a copy in the first place, you need to know how to request a termination letter copy in the UAE. Whether you need it for a new job, a bank application, or your visa paperwork, getting a replacement copy is usually a simple matter of asking the right person in writing — and knowing your options if the company does not cooperate.
This guide explains who to contact, what to say, how long it takes, and what to do if your former employer ignores or refuses your request.
Quick Answer
To get a copy of your termination letter, email your former employer’s HR department (or your direct manager, if the company is small) and ask in writing for a signed copy on company letterhead. Include your full name, employee ID if you have it, and your last working day, and keep a copy of your email as proof of the request. Most companies issue the copy within a few working days. If the employer refuses or ignores you, you can file a labour complaint with the Ministry of Human Resources and Emiratisation (MOHRE).
Why You Might Need a Termination Letter Copy
Documents go missing for ordinary reasons — papers get misplaced during a house move, a bag is lost, or the letter was never properly handed over in the rush of your final days at work. There are also many practical situations where a fresh copy becomes necessary months or even years after you left:
- New job applications: Many employers in the UAE ask for proof that your previous employment ended properly, including the reason for leaving and your last working day.
- Bank and loan applications: Banks sometimes ask for termination details when assessing a loan or credit card application, especially if there is a gap in your employment history.
- Visa and immigration paperwork: A new residence visa, a visa transfer, or a family sponsorship application may require evidence of your previous employment status.
- End-of-service claims: If you are calculating or disputing your end-of-service gratuity, the letter confirms your last working day and total length of service.
- Legal disputes: If you ever need to challenge the way your employment ended, the termination letter is one of the most important pieces of evidence you can hold.
- Background verification: Some multinational companies run formal background checks on new hires and ask candidates to produce termination letters from previous employers.
Whatever the reason, request the copy as soon as you realise you need it — the longer you wait, the harder it can be to track down the right people.
Termination Letter vs Other End-of-Service Documents
Employees often mix up the different documents issued when a job ends. They are not interchangeable, so it helps to know which one you actually need:
| Document | What it shows | Who issues it |
|---|---|---|
| Termination letter | That your employment ended, when, and why | Your employer |
| Experience certificate | Your job title, duties, and period of service | Your employer |
| Salary certificate | Your salary details for banks and official use | Your employer |
| Cancelled work permit record | That your labour permit was officially cancelled | MOHRE / free zone authority |
A termination letter is the document that formally records the end of the employment relationship. If a bank or a new employer specifically asks for it, an experience certificate or salary certificate will not do as a substitute. When you contact HR, request any missing documents at the same time so you only chase them once.
What the Copy Should Contain
A proper termination letter in the UAE is printed on company letterhead, signed by an authorised person (usually someone in HR or a company director), and stamped with the company seal. Before you accept the copy, check that it includes:
- Your full name, exactly as it appears on your passport and Emirates ID
- Your job title and employee ID number
- The date your employment started and your last working day
- The reason for termination, or a neutral statement about the end of employment
- Confirmation of your notice period and how it was served
- The company’s trade name, licence number, and contact details
If anything in the letter looks wrong — a misspelled name, the wrong dates, or an incorrect job title — do not just file it away. Read our guide on how to correct a termination letter before relying on it for anything important, because errors in this document can cause problems with banks, visa offices, and future employers.
How to Request a Termination Letter Copy: Step by Step
Follow these steps in order. In most cases, you will have your copy after step two or three.
Step 1: Find the right person to ask
In most companies, the HR department handles employment documents. If you worked for a small business without a dedicated HR team, contact your former manager, the company owner, or the PRO who handled your visa and labour paperwork. Check old emails, WhatsApp chats, or your employment contract for the right contact details.
Step 2: Make the request in writing
Always ask in writing. An email creates a dated paper trail that a phone call does not, and that record matters if you later need to escalate. Keep your message short, polite, and specific. Here is a template you can adapt:
Subject: Request for copy of termination letter
Dear [Name / HR Department],
I hope you are well. I am writing to request a signed copy of my termination letter on company letterhead. My details are as follows:
Full name: [Your name as per passport]
Employee ID: [If known]
Job title: [Your title]
Last working day: [Date]I would be grateful if you could share a scanned copy by email at your earliest convenience.
Kind regards,
[Your name]
[Your phone number]
Step 3: Follow up if there is no reply
Give the company three to five working days to respond. If you hear nothing, send a polite follow-up email referencing your first message and the date you sent it. Requests often get buried in busy inboxes, and a single reminder resolves most delays. If two emails fail, call the HR number and confirm the conversation in a follow-up email so everything stays documented.
Step 4: Accept a digital copy if you are in a hurry
A scanned PDF of the signed and stamped letter is usually enough for most purposes — banks, recruiters, and government offices generally accept a clear scanned copy. You can always collect the original hard copy later when convenient. Make sure the scan is legible, with the signature and company stamp clearly visible.
Step 5: Request related documents at the same time
Since you are already in touch with HR, ask for anything else you might be missing: your salary certificate, experience certificate, or a copy of your cancelled work permit. Our checklist on what documents to collect before leaving a job covers everything worth keeping from your employment.
What to Do If Your Employer Refuses or Delays
Most employers cooperate — issuing a copy costs them nothing and takes a few minutes. But if yours stalls or refuses outright, you still have options.
File a complaint with MOHRE
For private-sector employees on the UAE mainland, the Ministry of Human Resources and Emiratisation (MOHRE) handles labour complaints. You can submit one through the MOHRE website, the MOHRE app, or their helpline. Explain that your former employer has not provided your termination documents despite written requests, and attach your request emails as evidence. MOHRE will typically contact the employer and ask them to resolve it, which is usually enough to get the document issued.
If you worked in a free zone
Free zone employees follow a slightly different route. Each free zone — such as DIFC, DMCC, or JAFZA — has its own employment regulations and its own dispute process, so your first point of contact should be the free zone authority itself rather than MOHRE. Check your free zone’s official website for the complaints procedure and the documents you need to submit.
If you were a government employee
Federal and local government employees are covered by separate HR regulations. Start with your entity’s HR department; if that leads nowhere, the human resources authority for your emirate can advise you on the next steps. General employment information for the UAE is also available on the UAE government portal.
For background on your rights when a job ends, see our guide on what happens when employment is terminated.
How Long Does It Usually Take?
There is no fixed legal deadline for issuing a duplicate copy, but in practice most companies respond within three to five working days of a written request. Larger companies with established HR departments are often faster, while small businesses where the owner handles everything may take a little longer. If two full weeks pass with no response despite follow-ups, treat the silence as a refusal and escalate.
Storing Your Copy Safely
Once you have the letter, protect it so you never have to request it twice:
- Save the PDF in at least two places — for example, your email inbox and a cloud storage drive.
- Keep a printed copy with your other important documents, such as your passport copies and degree certificates.
- If you plan to use the letter outside the UAE, check whether it needs attestation first — some foreign authorities only accept attested documents.
- Do not share the letter publicly or post it on social media. It contains personal employment details that should stay private.
If you are still in the process of leaving your job and want to make sure everything is in order before you go, our guide on how to check termination documents walks you through reviewing each paper before you sign anything.
Frequently Asked Questions (FAQs)
Can my employer charge me a fee for a copy of my termination letter?
There is no standard official fee for issuing a duplicate termination letter, and most employers provide it free of charge. A small administrative charge is unusual but not unheard of — if the amount seems unreasonable, ask for the basis of the charge in writing before paying.
What if the company has closed down?
If the company no longer exists, contact the relevant labour authority — MOHRE for mainland companies, or the free zone authority if that applies. They may be able to confirm your employment record from their own systems. Your cancelled work permit record, old salary slips, and bank statements showing salary transfers can also serve as supporting evidence.
Is a scanned or emailed copy legally valid?
For most practical purposes — job applications, bank paperwork, and visa processes — a clear scanned copy of the signed and stamped letter is accepted. If you ever need the letter for a court case, keep the original as well, since original documents carry more weight as evidence.
Can I request the letter years after leaving?
Yes, there is no practical time limit. That said, it gets harder the longer you wait — contacts move on, companies close, and old records get archived. Request it as soon as you realise you need it.
What if my employer says they never issued a termination letter?
Ask them to issue one now, in writing, confirming your employment dates and the terms on which it ended. Put that request in an email so it is documented. If they refuse, keep a record of the refusal and consider filing a complaint with MOHRE.
Does the letter need to be in Arabic?
Employment documents in the UAE are commonly issued in English, Arabic, or both. For use with UAE government offices, an Arabic version — or a legally translated copy — is sometimes required, so check with the specific office that asked for the letter before you submit it.
The Bottom Line
Knowing how to request a termination letter copy comes down to one simple habit: ask in writing. Email your former employer’s HR department with your details, give them a few working days, and follow up once if needed. In the vast majority of cases, that is all it takes. And if a company stonewalls you, the labour authorities exist for exactly this — keep your paper trail, and do not hesitate to use them.
Last Updated: 8 October 2026
About the author: Zaviyar Sultan is a UAE-focused writer at Paxi, covering driving, visas, banking, insurance and everyday UAE life. His guides are researched from official UAE government and regulator sources and updated regularly.
Paxi is an independent informational website, not affiliated with the UAE government or any agency mentioned; content is general information only, not legal, immigration or financial advice; verify critical details with official sources before acting.