Is an e-signature legally valid for this agreement?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA rules, electronic signatures are generally enforceable when intent, consent, attribution, and retention are satisfied. Certain exceptions (wills, some court filings) may still require paper or specific formalities.

When should I consider notarization or witnesses?

Notarization is rarely required for a basic termination agreement, but specific releases or jurisdictional rules may ask for acknowledgement. If you seek added evidentiary weight, use notarization consistent with state notary law or RON procedures where available.

Can I rely solely on remote eSigning?

Yes for most jurisdictions under ESIGN/UETA, provided you meet the legal validity test (intent, consent, attribution, retention). For consumer‑facing records, follow ESIGN disclosure requirements in 15 U.S.C. §7001(c).

How long must I retain the executed agreement?

Follow applicable retention rules: generally retain tax‑related items 3 years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA records 6 years (45 CFR §164.530(j)). Industry rules may require longer retention.

What if an intern refuses to sign the agreement?

Document the refusal, offer to provide a copy, and proceed with obligations such as final pay. Consider obtaining a contemporaneous written record of the offer and refusal and consult legal counsel about potential impact on release enforceability.

How do I amend an already executed agreement?

Amendments should be in writing, specify changes and effective date, and be signed by all parties using the same authentication method as the original. Retain the amendment with the original executed agreement for audit and enforcement.

Electronic Signature
Templates
HR
Internship Termination Agreement

Internship Termination Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

INTERNSHIP TERMINATION AGREEMENT

This Internship Termination Agreement (the Agreement) is entered into by and between Employer Name: and Intern Name: . Employer Address:

RECITALS

WHEREAS, Intern commenced the internship with the Employer on , pursuant to the terms of the Internship Agreement between the parties.

WHEREAS, the parties now desire to terminate the internship relationship effective as set forth below, and to define the rights and obligations of the parties upon termination.

TERMINATION

1. Effective Termination Date. The internship shall terminate effective on (the Effective Date).

2. Reason for Termination. Indicate reason (select all that apply): Mutual agreement Employer for cause Employer without cause Intern voluntary resignation

POSITION AND RECORDS

Position Title Department Reporting Manager

FINAL COMPENSATION & BENEFITS

3. Final Compensation. Employer will pay final wages and any agreed consideration as follows:

Final Payment Amount Date of Final Payment

4. Accrued Benefits. Employer will pay for accrued, unused paid time off or other benefits if required by applicable policy or law. Employer provides severance: Yes

RETURN OF PROPERTY

CONFIDENTIALITY, NON-DISCLOSURE AND NON-DISPARAGEMENT

5. Confidentiality. Intern acknowledges continuing obligations under any existing confidentiality or proprietary information agreement. Intern shall not disclose confidential information following termination and shall comply with all post-termination obligations set forth in prior agreements or as required by law.

6. Non-Disparagement. The parties agree not to make false or malicious statements that disparage the other party's business, operations, officers, directors, or employees. This provision does not prevent truthful testimony required by law.

RELEASE AND WAIVER

7. Release. In consideration of the payments and other commitments set forth in this Agreement, Intern releases and forever discharges Employer and its affiliates, officers, directors, agents and employees from all claims, demands, causes of action, suits, liabilities and obligations of any nature, whether known or unknown, that Intern may have arising out of the internship or its termination through the Effective Date, except for obligations expressly set forth in this Agreement.

Consideration for Release (if any)

EMPLOYMENT HISTORY

Prior Employer 1

Company Title Dates Employed Primary Responsibilities Reason for Leaving

Prior Employer 2

Company Title Dates Employed Primary Responsibilities Reason for Leaving

EDUCATION

Degree Institution Graduation Date

REFERENCES

Reference 1

Reference 2

Reference 3

LEGAL DISCLOSURES

At-Will Employment Statement: Intern acknowledges that, unless otherwise specified in a separate written agreement, the internship was at-will and either party could terminate the internship at any time. Intern initial acknowledging understanding:

Equal Opportunity Statement: Employer is an equal opportunity organization and does not discriminate based on protected characteristics. Intern acknowledges receipt of and understanding of this policy by initialing:

AUTHORIZATION

8. Authorization to Contact and Background Check. Intern authorizes Employer to contact prior employers and references for purposes of verifying work history and to obtain background checks to the extent permitted by law:

Authorization: check to consent I authorize inquiries and background checks as described above.

APPLICANT CERTIFICATION

I certify that all information provided in this agreement and in any attachments is true and complete to the best of my knowledge. I understand that knowingly providing false information may affect any consideration provided by Employer under this Agreement.

Intern Certification Name

MISCELLANEOUS

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to choice-of-law principles.

Entire Agreement: This Agreement constitutes the complete and exclusive statement of the agreement between the parties regarding termination of the internship and supersedes all prior agreements and understandings relating to the subject matter herein.

Employer:

By:

Date:

Intern:

By:

Date:

What an Internship Termination Agreement Is

An Internship Termination Agreement is a written contract that documents the mutual or unilateral end of an internship relationship between an intern and an organization. It records the effective termination date, reason for termination, any final payments or reimbursements, return of company property, confidentiality and intellectual property obligations continuing after termination, and release or waiver language if applicable. The agreement helps clarify post‑termination responsibilities, protect proprietary information, and reduce the risk of future disputes by creating a signed record of the parties’ agreement about ending the internship.

Why a Formal Termination Agreement Matters

Use an Internship Termination Agreement to document the end of the internship, set clear final obligations, and limit future claims. It preserves evidence of agreed terms such as final pay, return of property, confidentiality continuation, and any release language.

Who Typically Prepares and Uses This Agreement

Typical users include HR professionals, internship coordinators, supervising managers, and legal counsel who manage onboarding and separations.

HR and People Operations: draft the agreement, confirm pay, and document separation steps.
Intern supervisors: provide performance context, return of property instructions, and feedback records.
Legal or compliance teams: review release language, confidentiality clauses, and statutory compliance.

Standardizing the form across teams simplifies processing and creates a consistent record for audits and compliance.

Representative Roles and Responsibilities

HR Manager

Responsible for initiating and completing the Internship Termination Agreement, coordinating final payroll and benefits processing, and ensuring property return. They document the termination rationale and maintain the executed agreement in employee records to support compliance and defend against potential claims.

Legal Counsel

Reviews termination and release clauses to confirm enforceability under ESIGN and applicable state law, advises on risk allocation, and ensures required disclosures for consumer‑facing situations. May recommend additional releases or severance language to mitigate litigation risk.

Core Clauses to Include in the Agreement

Critical clauses in an Internship Termination Agreement define obligations, payments, confidentiality continuation, IP assignments, property return, and any release or dispute resolution provisions.

Termination Date

Specifies the exact date the internship ends and triggers obligations such as final pay, benefit cessation, access deactivation, and the start of any post‑termination confidentiality or noncompete periods if applicable.

Compensation

Details final wages, unpaid reimbursements, prorated stipends, expense reimbursements, timing and method of payment, and whether any severance or stipends are provided in exchange for releases.

Property Return

Lists company property to be returned (badge, laptop, keys, documents), the deadlines for return, condition expectations, and consequences for failure to return items.

Confidentiality

Reiterates ongoing confidentiality and trade secret protections, scope of covered information, permitted disclosures, and survival period after termination.

Intellectual Property

Affirms ownership or assignment of internship‑developed work, licensing terms if any, and obligations to assist with IP filings or transfers.

Release & Claims

Specifies whether the intern releases the employer from future claims, any consideration for a release, and exceptions for statutory rights.

Step-by-Step: Prepare and Execute the Agreement

Follow these steps to prepare, review, and execute an Internship Termination Agreement accurately and consistently for both parties.

01

Draft: Populate dates, parties, and termination reason.
02

Confirm Pay: Calculate final wages, reimbursements, and payment date.
03

Review: Legal review for releases and compliance with ESIGN/UETA.
04

Sign: Collect signatures and retain executed copy in personnel file.

Configure an Online Workflow for Execution

Configure an online workflow to route, authenticate, and record signing events for the Internship Termination Agreement.

Field	Configuration
Signers	Intern, HR representative, and legal counsel as needed.
Authentication	Email link or SMS code; optional KBA for high risk.
Notifications	Automatic copies to HR and payroll on completion.
Storage	Save PDF/A with audit trail in secure repository.

Where a Completed Agreement Should Be Routed

Typical routing for a completed Internship Termination Agreement includes HR filing, payroll notification, and secure storage with restricted access.

HR File: Store executed agreement in the employee personnel file.
Payroll: Notify payroll for final payments and tax reporting.
IT: Deactivate account access and collect devices.
Legal: Archive copy for compliance and potential disputes.

Technical Requirements for Digital Signing and Storage

Digital signing requires platform support for secure signatures, tamper-evident audit logs, reliable access controls, and role-based permissioning to protect records.

Formats: PDF and DOCX supported.
Integrations: Works with HRIS, payroll, and storage.
Authentication: Email, SMS, SSO, or KBA options.

Essential Data Elements to Include

Intern Name: Full legal name matching ID.

Employer: Legal entity name and address.

Effective Date: Enter as MM/DD/YYYY format.

Termination Reason: Brief reason or cite clause.

Final Pay: List amounts, pay dates, deductions.

Signatures: All parties sign and date.

Common Preparation Mistakes to Avoid

Leaving the reason field blank or vague creates uncertainty and may invite disputes about whether termination was for cause or convenience.
Failing to specify final pay, prorated compensation, or reimbursement terms leads to payroll errors and potential wage claims.
Not returning confidential property or not documenting its return can complicate enforcement of post‑termination confidentiality obligations.
Using nonstandard waiver language without legal review risks an unenforceable release and may increase litigation exposure.

Risks and Possible Consequences of Errors

Employment Claim Risk: Breach or discrimination claims.

Tax Withholding: Backup withholding may apply (24%).

Invalid Release: Unenforceable waiver if unconscionable.

Data Privacy: HIPAA concerns for health data.

Notarization Omission: May invalidate certain state filings.

Recordkeeping Failure: Missed retention obligations and penalties.

Key Deadlines and Timing Considerations

Key deadlines affect final pay, tax reporting, and records retention for terminated interns; follow payroll and HR timelines closely.

Termination Effective Date:

Determines payroll cutoff and benefit end dates.

Final Pay Deadline:

Pay by next scheduled payroll or state law.

Wage Reporting:

Include final wages on W-2 for year of termination.

Record Retention:

Keep executed agreement per retention policy and law.

I-9 Retention:

Retain I-9 per federal requirement after termination.

Key Milestones from Draft to Archived Record

Sequential stages show how an Internship Termination Agreement moves from drafting through final storage and compliance checks.

01

Draft and Review

Draft agreement, include termination reason and payment terms.

02

Approvals

HR and legal approve language and release clauses.

03

Execution

Collect signatures via in-person or eSignature platform.

04

Archive & Notify

Store executed copy, notify payroll and IT for processing.

Comparison: signNow and Common eSignature Providers

Compare basic pricing and common feature indicators for signature platforms relevant to executing Internship Termination Agreements; signNow is listed first as a reference.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About Internship Termination Agreements

Answers to frequent questions about preparing, signing, and storing Internship Termination Agreements in the United States.

Need help? Contact support

Is an e-signature legally valid for this agreement?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA rules, electronic signatures are generally enforceable when intent, consent, attribution, and retention are satisfied. Certain exceptions (wills, some court filings) may still require paper or specific formalities.
When should I consider notarization or witnesses?
Notarization is rarely required for a basic termination agreement, but specific releases or jurisdictional rules may ask for acknowledgement. If you seek added evidentiary weight, use notarization consistent with state notary law or RON procedures where available.
Can I rely solely on remote eSigning?
Yes for most jurisdictions under ESIGN/UETA, provided you meet the legal validity test (intent, consent, attribution, retention). For consumer‑facing records, follow ESIGN disclosure requirements in 15 U.S.C. §7001(c).
How long must I retain the executed agreement?
Follow applicable retention rules: generally retain tax‑related items 3 years (IRC §6501(a)), I-9s per 8 CFR §274a.2, and HIPAA records 6 years (45 CFR §164.530(j)). Industry rules may require longer retention.
What if an intern refuses to sign the agreement?
Document the refusal, offer to provide a copy, and proceed with obligations such as final pay. Consider obtaining a contemporaneous written record of the offer and refusal and consult legal counsel about potential impact on release enforceability.
How do I amend an already executed agreement?
Amendments should be in writing, specify changes and effective date, and be signed by all parties using the same authentication method as the original. Retain the amendment with the original executed agreement for audit and enforcement.

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