How To Write an Employee Dismissal Letter With Grace

Let us say that you need to make a staff reduction and eliminate some employees.  Someone has to be let go.  And despite the fact that some of them are pretty good workers, this is not the time or the place for them.  So you are trying to maintain respect for them while breaking the news.  That is where some tact comes in.

After clearing up all legal matters and cinching up termination paperwork, the letter should have some goals: 1.  To quantify the necessary reductions in percentages, so the scope of cuts seems reasonable, 2.  To give a statement about the organization's business redirection plans without excessive disclosure, 3.  The commonness of these reductions in the current economic environment.  Having established this, it is time to move on to a more challenging portion of the notice.

Now nobody who ever worked for you walked on water.  We all have flaws.  And one could reasonably and simply state that the employee's position is no longer needed, and move on with the "last day" and other closure details after that.  Or consider a slightly more detailed explanation something along the lines of "After careful consideration of the requirements of this position, we have decided to restructure it based on Corporate needs at this time."

Still further is a case of reducing the work force based on new company direction and lack of employee fit for it.  Short of writing a template each time out, we can judge that a slightly longer statement is needed. "Your position will be restructured to entail [what the new requirements are], and even though you possess some of the requirements, your particular skill-mix would be better served in another position."

But perhaps most important is the spirit in which the letter is served.  There is no way to avoid the pain from a layoff or staff reduction, but picking the right time and place is a good start to minimizing it.  Give the employee a chance to succeed one more time.  And take note of it.  Be prepared to detail the good thing they did at the exit interview.  That way, your disposition and mood will improve upon breaking the news.  Restatements of your affirmation and well wishes also help.  And cultivate an environment friendly to their expression of disagreement.  Nobody agrees per se with a termination, but good will in this area goes a long way.  Finally, offer help or new leads with the concluding remarks.  That way, you will leave a final favorable impression that may translate into future success for them, just as you would desire for your organization.