Whether you’re the one being terminated or the one doing the terminating, it’s important to know how to handle the situation professionally. Keep reading for a step-by-step guide on how to write (and not write) a termination letter.
DO make sure that you have all your ducks in a row before sitting down to compose the letter. This includes having a legally sound reason for the termination and documented instances of poor performance or misconduct. If you don’t have a legitimate reason for terminating someone, don’t do it! Not only is it unethical, but it can also come back to bite you in a court of law.
DON’T try to sugarcoat the bad news. Be direct and to the point—the sooner you get to the point, the better. Trying to soften the blow with platitudes or false promises will only make matters worse and will not reflect well on you or your company. Remember, this is not a personal attack; it is simply business. Keep your emotions in check and stick to the facts.
DO be respectful and professional. Even if someone has been nothing but trouble since day one, they deserve to be treated with dignity and respect. This is probably not going to be an easy conversation, but it is important to keep your cool throughout and remain calm and collected. Avoid using inflammatory language or making personal attacks; stick to the facts and state them plainly.
DON’T delay in giving notice. The sooner you give notice, the better—for both parties involved. This will give the person time to start looking for another job, and it will give you time to transition their workload accordingly. Nobody likes surprises, so avoid springing this news on anyone without warning.
Losing a job is never easy—but it is important to remember that it is not personal. If you find yourself on either side of a termination letter, just remember these dos and don’ts and you’ll be sure to handled the situation with grace and professionalism.
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