How to Write a Dismissal Letter
Steps to dismiss an employee for reasons beyond the employee's control:
- Review the history of the situation.
- State clearly that the recipient's employment is terminated. Express your regret, but don't dwell on it.
- Include any information regarding severance pay or benefits, if needed.
- End on a note of encouragement.
Why your dismissal letter must demonstrate sincere concern to ease pain:
- When terminating an employee, men tend to freeze up and show little or no emotion. Studies have shown it is much better to show genuine care and concern.
- It can ease the pain of an employee who will have to make a difficult transition.
- The written word is easily preserved and may come back to haunt you.
- It will reflect well on your company as signs of courtesy and professionalism.
- It can help diminish hostility if it does not openly reproach the employee.
- It gives the employee the benefit of the doubt for facts not in the evidence.
- Circumstances may change, and you or somebody else in your company may decide to rehire the same employee.
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