How to Write an Email Letting Someone Go
When the time comes to let someone go from a position, it is important to handle the situation with utmost professionalism and sensitivity. Writing an email to deliver this news can be challenging, but following these guidelines will help ensure a respectful and clear communication.
Subject: Notice of Employment Termination
Three important elements:
1. Subject: Clearly state the purpose of the email by using a concise and neutral subject line. For example, “Notice of Employment Termination” conveys the message effectively.
- Opening Paragraph: Begin the email with a direct and empathetic statement. For instance, “Dear [Employee’s Name], I hope this email finds you well. I wanted to discuss an important matter regarding your employment with [Company Name].”
Provide context:
3. Explanation: Provide a brief but clear explanation as to why the decision to terminate their employment has been made. Mention any prior discussions or performance-related issues, ensuring that the tone remains professional and non-accusatory. For instance, “Over the past few months, we have had several discussions regarding your performance concerns. Despite our efforts to provide support and guidance, the expected improvements have not been met.”
- Supportive Details: Offer specific details or examples that support the decision to terminate their employment. This may include instances of missed deadlines, repeated policy violations, or any other relevant information. It is vital to focus on facts and avoid personal opinions or emotions.
Deliver the news gracefully:
5. Notification: Clearly and directly state that the decision has been made to terminate their employment. Be compassionate and express regret while delivering the news. For example, “Regrettably, after careful consideration, we have come to the difficult decision to terminate your employment with [Company Name], effective [termination date].”
- Options and Benefits: Discuss any compensation, severance packages, or benefits the employee is entitled to receive as per company policy or local laws. Provide relevant contact information or resources for the employee to inquire about these matters.
Wrap up and offer support:
7. Transitional Assistance: Offer assistance with the transition process, such as providing a reference letter or connecting them with career counseling services. Emphasize that the company values their contributions and wishes them success in their future endeavors.
-
Private and Confidential: Remind the employee of the confidentiality of the information discussed within the email. Encourage them to reach out if they have any questions or concerns they would like to discuss further.
-
Signed Off: End the email with a closing remark and your contact information, such as, “Thank you for your understanding and cooperation in this matter. Should you have any questions or require additional information, please do not hesitate to reach out to me directly.”
Remember, delivering news of employment termination can be challenging, but treating the departing employee with respect and empathy will help maintain the professionalism of both the email and the organization.