Terminating an employee can be a difficult process for any organization. Once the decision has been made to part ways, one of the final steps is crafting an email to inform the employee of their termination. This email should be handled carefully and professionally to protect both the organization and the outgoing employee.
Why Send a Termination Email?
There are several reasons an employer may choose to send a termination email rather than meeting with the employee face-to-face:
- If the termination decision was made suddenly, there may not be time to schedule an in-person meeting
- For remote employees or employees currently out of the office, an email may be the only way to inform them
- Some difficult conversations are easier had in writing than in person
- A written record of the termination can help protect the company legally
The termination email serves as official documentation that the employee was informed their employment would be ending. For many organizations, this email is an important part of the paper trail showing proper procedures were followed.
What to Include in a Termination Email
While the exact contents will vary based on the situation, there are several key components that should be included in every termination email:
Directly state the employee is being terminated
Be clear upfront that the purpose of the email is to inform the employee they are being terminated. Phrases like “your employment is ending” or “your role has been eliminated” leave no doubt as to the reason for the correspondence.
Provide the final date of employment
Include the specific date when the termination goes into effect. For example, “Your last day of employment with [Company] will be January 31, 2023.” This gives the employee a definitive end date.
Explain why the termination decision was made
Give a brief explanation of why the termination is occurring. This could include reasons like position elimination, poor performance, company restructuring, or violation of policies. However, avoid going into extensive detail in a written communication. The email should not be the first time an employee hears of any performance concerns or policy issues.
Review any severance or compensation
If the employee will receive any severance pay, unused vacation payout, or other compensation, outline those details. Be specific about amounts they can expect to receive and when. Make clear what they need to do to receive those funds, such as return company property.
Provide logistical next steps
Include logistical details like when/how the employee should return company property, when they can pick up personal items from their desk, or how their remaining paychecks will be handled. Give instructions needed to wrap up their employment smoothly.
Mention continued benefits
If the employee will continue being covered under the company health insurance plan for a period of time, explain those details and how to continue accessing benefits. Providing this information demonstrates goodwill.
Include resources for assistance
Consider listing any HR contacts the employee can reach out to with questions or concerns. You may also direct them to an Employee Assistance Program if your company offers counseling services.
Express well wishes
End the email on a polite, professional note by wishing the employee well or thanking them for their service. This maintains an air of respect.
Request confirmation of receipt
Ask the employee to reply confirming they have received the termination email. This creates a record showing they were properly notified.
What to Avoid in a Termination Email
There are also several things that should be avoided when drafting a termination email:
- Negative or accusatory language – The tone should remain professional and neutral.
- Blaming the employee – Avoid pointing fingers or laying guilt.
- Private details – Never share confidential reasons relating to health, family issues, etc.
- Requests to keep quiet – Do not ask them to conceal the situation or sign NDAs.
- Discussion of discrimination – Any hints of potential legal issues are better addressed separately.
- Threats about benefits – You generally cannot revoke accrued PTO or legally mandated benefits.
- Flowery language or excuses – Stick to direct, concise phrasing.
The email should relay only the basic facts needed to inform the employee of their termination professionally and comply with any legal requirements.
Sample Termination Emails
Below are two sample termination emails showing recommended formatting and content:
Sample 1 – Position Elimination
From: [email protected]
Date: March 1, 2023
Subject: Employment Status
Dear Jane,
The purpose of this email is to inform you that due to ongoing company restructuring, your role as Marketing Associate has been eliminated effective today, March 1, 2023. Your last day of employment with ABC Company will be March 31, 2023.
We regret losing you from our team, but difficult decisions had to be made to reorganize based on evolving business needs. Please know this was not a reflection of your performance or contributions to the company.
You will be paid for any unused vacation time you have accrued. Information on when and how you will receive those funds will be forwarded to you shortly. Please coordinate with HR to return any company property by the end of this week.
Feel free to reach out to me or HR with any questions you may have. We wish you the very best and appreciate everything you have done for ABC Company. Please reply confirming receipt of this email.
Regards,
Barbara Jones
CEO, ABC Company
Sample 2 – Policy Violation
From: [email protected]
Date: August 10, 2023
Subject: Termination of Employment
Dear John,
This email is to inform you that your employment with XYZ Company has been terminated effective immediately, as of August 10, 2023, due to violation of company policies.
As you know, there have been multiple prior discussions regarding your failure to meet attendance requirements. This includes three written warnings for absenteeism over the past six months. You did not report to work as scheduled for your shift yesterday, which was the final violation resulting in termination per our progressive discipline policy.
Please coordinate with HR as soon as possible to return any company property, including your laptop, keycard, and company credit card. You will receive your final paycheck for hours worked through August 9 on our next regular pay date of August 15th. XYZ Company will provide a neutral reference to future potential employers verifying only your dates of employment and positions held.
We wish you well in your future endeavors. Please reply confirming you have received this termination email.
Regards,
Bill Smith
Manager, XYZ Company
These examples demonstrate a professional, factual approach for informing an employee of their termination over email while avoiding potential pitfalls.
Key Takeaways
Handling terminations gracefully demonstrates an employer’s values. Keep these best practices in mind when drafting a termination email:
- Be direct yet compassionate in tone
- Avoid accusations or assigning blame
- Provide logistical details and next steps
- Share any continuing benefits or compensation
- Offer assistance and resources
- Express well wishes for the future
- Request confirmation of receipt
With sensitivity and care, employers can protect the organization while parting ways respectfully via email when needed. This supports maintaining professional reputations even in difficult situations.
| Do’s | Don’ts |
|---|---|
| Use a direct, compassionate tone | Blame or accuse the employee |
| Explain the reason for termination | Share private or confidential information |
| Provide a definitive last day of employment | Request the employee conceal the situation |
| Review severance, payouts, or benefits | Threaten to revoke accrued benefits |
| Include logistical next steps | Use overly apologetic or flowery language |
| Offer HR contacts for assistance | Discuss potential legal issues |
| Wish the employee well | Ask for legal agreements or NDAs |
| Request confirmation of receipt | Make the email the first criticism of performance |
This table summarizes best practices for items to include and avoid in a termination email in order to handle the communication professionally.
Conclusion
Terminating an employee is often difficult, but taking the time to draft a thoughtful, compassionate email can make the process easier on both parties. Avoiding common mistakes like accusatory language helps protect the company legally while also reaffirming organizational values. With care and preparation, employers can handle terminations with empathy while still communicating clearly and directly.
