There are situations when employee termination is inevitable. Entrepreneurs who are on top of their human resources know it, and if the proper documentation has been followed, the staff member is well aware its coming too. Therefore, don't delay the inevitable outcome and make sure to take action quickly. Quickly, yet respectfully.
Before Writing A Letter Of Termination
Once a problem with an employee has been determined, it is in the entrepreneur's or manager's hands to do something about it. Before anything happens however, make sure all of the details on the following checklist have been tended to, first:
- Is the employee aware that a termination letter might be pending? Do they know that their job performance has been lacking, and if so, what the consequences were? Is there any formal documentation to back this up?
- Were the policies that were breached by the staff member in question necessary for the day-to-day safe, orderly operation of the business? If there is any question along these lines, it might be best to speak with a lawyer or human resources professional to ensure there aren't any openings for litigation.
- Were rumors or second-hand information used to prove the merits of the employee termination? Only fair and reasonable information can be used to fire someone, so there should be some documentation showing the escalation of issues, or at the very least some sort of paperwork confirming the reasoning behind the termination.
- Is the person being fired being treated like every other employee?
How To Write A Letter To Fire Someone
The actual termination letter can be short and sweet, but it needs to cover a few bases at the same time: it requires being forthright, factual, empathetic, and as painless as possible, considering the situation. As well, the employee being terminated needs to feel dignified during the entire process, even if upset. Therefore, be sure to write the letter of termination to reflect policy and procedure, rather than emotion or blame. Also make sure to present the employment termination privately, safely, directly and firmly. Here is a sample termination letter to use:
Dear [name]:
Re: Termination of Employment
This letter is to inform with regret that employment with [name of company] will be terminated effective [date], for the following reasons [choose as many as applicable]:
- Tardiness
- Conduct
- Safety
- Absenteeism
- Disobedience
- Carelessness
- Below standard work
- Housekeeping
- Other: _________
The severance package you are owed [if applicable] will be administered to you according to company policy [feel free to add in the policy here], and a statement will be mailed regarding any outstanding benefits.
[name of HR person] is available to speak with you regarding these, and any other details or questions regarding this termination.
[company name] wishes the best of future employment endeavors.
Sincerely,
[name of liaison person listed above]
 |
