ESL, General, # employee, script, termination,
Terminating an employee is one of the most difficult and unpleasant tasks that managers have to face. Whether it’s due to poor performance, policy violation, or layoffs, firing someone requires careful preparation and execution.
In this article, we will provide some tips and scripts for terminating an employee professionally and respectfully, while minimizing the risk of legal issues and emotional backlash.
The importance of having a script for terminating an employee
Having a script for terminating an employee is important for several reasons:
- Clarity and consistency:
A termination script can provide clarity and consistency in the termination process. It ensures that all employees are treated fairly and that the same information is conveyed to each employee in the same way. - Legal compliance:
A script can help ensure that the termination process is legally compliant. It can ensure that the employer provides the employee with all the necessary information and documentation, and that the termination is conducted in accordance with applicable laws and regulations. - Professionalism:
A script can help the employer to conduct the termination in a professional and respectful manner. This can help to maintain the employer’s reputation and avoid damaging relationships with the employee, their colleagues, and the wider community. - Emotional support:
A script can provide guidance to the employer on how to support the employee emotionally during the termination process. This can be especially important if the employee is upset, angry, or confused. - Record-keeping:
A script can provide a record of what was said during the termination process. This can be important in case of legal disputes or if the employer needs to defend their actions.
The elements of a good script for terminating an employee
A good script should include the following elements:
- The reason for the termination:
You should state the specific reason for the termination, such as poor performance, policy violation, or layoff. You should also refer to any previous warnings, feedback, or documentation that support your decision. You should avoid vague or subjective statements that could be challenged or misunderstood. - The logistics of the termination:
You should explain the effective date of the termination, the final paycheck and benefits, the return of company property, and any other details related to the separation process. You should also provide the employee with a termination letter that summarizes the information discussed in the meeting. - The questions from the employee:
You should anticipate and prepare for any questions that the employee may have, such as why they were chosen, what they can do to appeal, or how they can get a reference. You should answer their questions honestly and respectfully, but avoid getting into arguments or debates. You should also refer them to any resources or contacts that can help them with their transition.
Best practices for using a script for terminating an employee
A script is a helpful tool, but it should not be read verbatim or used as a substitute for genuine empathy and compassion.
- Plan ahead:
You should schedule a termination meeting in advance and choose a private and neutral location. You should also inform any relevant parties, such as HR, security, or legal counsel, and have them present if necessary. You should review your script beforehand and practice it out loud. - Be direct and concise:
You should start the meeting by stating the purpose and outcome clearly and firmly. You should avoid small talk, apologies, or excuses that could confuse or prolong the meeting. You should also avoid giving false hope or mixed messages that could imply that the decision is reversible or negotiable. - Be respectful and empathetic:
You should acknowledge the employee’s feelings and reactions without being defensive or emotional. You should express gratitude for their contributions and offer support or assistance if appropriate. You should also avoid blaming, criticizing, or humiliating the employee in front of others. - Follow up:
You should end the meeting by thanking the employee for their time and cooperation and escorting them out of the premises. You should also follow up with any paperwork or actions that need to be completed after the meeting. You should also communicate with the remaining staff about the termination and address any concerns or questions they may have.
What to say when firing someone
Poor performance
This is a difficult conversation, but I have to let you go. We have received complaints from some of our clients about your quality of work during visits. You and I have discussed this issue before, and your crew leader has given you tools and guidance to help you improve, but your performance has not met our standards. Today will be your last day with us.
Poor of conduct
This is a final decision, but I have to terminate your employment. You have shown a lack of professionalism and courtesy toward me, your team, and your clients, and I have received numerous reports of your inappropriate behavior. I cannot tolerate that conduct in my business any longer. Today will be your last day with us.
Legal issues
You are being terminated for your unauthorized use of the company money. I have proof from the card company that you used it for personal use. This is a clear violation of our policy on personal use of company equipment, which you agreed to when you joined us. I warned you about the consequences of breaking that policy. You need to gather your personal items and leave.
Poor Performance
John, we have given you several opportunities to improve the quality of your work. However, despite some progress over the last month, you’re still not meeting the expectations for your role. As a result, we have decided to terminate your employment here. Today will be your last day with us.
Bad Economy
John, you’ve been a great employee, but our current circumstances require us to reduce our workforce. I regret to inform you that your position is no longer available and we are terminating your employment.
Downsizing
I need to communicate something difficult. Unfortunately, we have to part ways. Our workload has been decreasing over the past few months, and the financial condition of the company is not as stable as it used to be. It is no longer feasible for us to sustain our present team size. I have to make some tough decisions, and only the top-performing employees can remain. As a result, I regret to inform you that we will have to let go of several employees, including you.
Full Example Script for Terminating an Employee
Terminated because of Policy Violation
Caught stealing
Manager: Hi, John. Thank you for coming to this meeting. I have some bad news to share with you.
Employee: What is it?
Manager: John, your behavior was inappropriate on Friday and violated our policies and values. You were caught stealing company property and lying about it. This is unacceptable and a serious breach of trust.
Employee: I can explain…
Manager: I’m sorry, John, but there is no excuse for what you did. You are being terminated effective immediately. This is your termination letter that outlines the reasons for your dismissal and the details of your final paycheck and benefits.
Employee: This is unfair! You can’t do this to me!
Manager: John, this is not a discussion. This is a final decision that has been approved by HR and senior management. You have to leave the premises now and return any company property you have in your possession. An HR representative will escort you out.
Employee: But…
Manager: John, please don’t make this harder than it already is. I appreciate your contributions to the company, but you have crossed a line that cannot be tolerated. I wish you all the best in your future endeavors.
General Violations
Manager: Hello [employee name], I asked you to come in today to discuss some serious issues that have arisen. We have received reports that you have violated our company’s policies.
Employee: Okay, what policies did I violate?
Manager: Our policy states that [state the specific policy or policies that were violated]. We take this very seriously, and unfortunately, we have to terminate your employment with our company.
Employee: I understand.
Manager: Please know that this decision was not taken lightly, and we wish you all the best in your future endeavors.
Employee: May I ask what happens next?
Manager: We will provide you with a severance package, and we will also assist you in finding other employment opportunities. We will provide a reference letter to any prospective employers, highlighting the positive contributions you made to our company.
Employee: Thank you for letting me know.
Manager: Do you have any questions or concerns?
Employee: No, I understand the situation.
Manager: Okay, then. Thank you for your understanding, and we wish you all the best.
One way communication
Hello [Employee Name],
I need to have a serious discussion with you today. Unfortunately, we’ve had to make the difficult decision to terminate your employment with us due to a violation of company policy. Let me start by saying that we appreciate the hard work and contributions you’ve made while working here, but unfortunately, the policy violation is something that cannot be ignored.
While we don’t want to go into too much detail, let me review the areas in which the violation occurred. On [Date], we received a report that you were [unprofessional behavior or policy violation]. We investigated the allegations, and we found that there was merit to the report. As per our company policy, this kind of behavior cannot be tolerated and we must take disciplinary action, which in this case means that we have to terminate your employment with us.
Before we conclude, I will review the next steps. Your benefits and your final paycheck will be mailed to your address on file. It is important to note that we cannot release any details about your termination to anyone who is not authorized, as we respect your privacy.
If you have any further questions, please do not hesitate to reach out to HR.
Thank you for your dedication and wishing you the best of luck in your future endeavors.
Terminated because of Mass Layoff
Common mass layoff reason
Manager: Hi, Lisa. Thank you for coming to this meeting. I have some unfortunate news to share with you.
Employee: What is it?
Manager: Lisa, as you know, our company has been struggling financially due to the economic downturn. We have tried to cut costs and increase revenue, but we have not been able to meet our targets. As a result, we have to make some difficult decisions about our workforce.
Employee: What does that mean?
Manager: It means that we have to reduce our staff by 20%. I’m sorry to tell you that your position is one of the ones that has been eliminated. Your last day of employment will be next Friday.
Employee: Oh no…I can’t believe this.
Manager: I know this is a shock and a hardship for you. I want you to know that this decision has nothing to do with your performance or your value to the company. You have been a great employee and a valued member of our team. This is purely a business decision based on the economic situation.
Employee: But what am I going to do? How am I going to find another job in this market?
Manager: I understand your concerns and I want to help you as much as possible. This is your termination letter that outlines the reasons for your layoff and the details of your final paycheck and benefits. You will also receive a severance package that includes two weeks of pay for every year of service, as well as access to our outplacement services that will assist you with resume writing, job search, and career coaching. You will also be eligible for COBRA health insurance coverage for up to 18 months.
Employee: Thank you…I appreciate that.
Manager: You’re welcome. I also want to thank you for your hard work and dedication to the company. You have made a positive impact on our projects and our culture. I wish you all the best in your future endeavors.
Economic situation reason
Manager: Hello [employee name], I’m sorry to have to tell you that we have to make some difficult decisions due to the current economic situation. Unfortunately, we have to reduce our workforce, and as a result, we have to let you go.
Employee: I understand.
Manager: Please know that this decision was not taken lightly, and it’s not a reflection of your work or your contributions to the company. It’s simply a result of the economic downturn that we are facing.
Employee: Okay, what happens next?
Manager: We will provide you with a severance package that includes [list the severance package details], and we will also assist you in finding other employment opportunities. We will provide a reference letter to any prospective employers, highlighting the positive contributions you made to our company.
Employee: Thank you for letting me know.
Manager: Do you have any questions or concerns?
Employee: No, I understand the situation.
Manager: Okay, then. Thank you for your understanding, and we wish you all the best.
One way communication
Hello [Employee Name],
I need to speak with you regarding your employment here at [Company Name]. Unfortunately, economic conditions have forced us to make some difficult decisions, and I regret to inform you that your position has been eliminated due to a mass layoff across the company.
I want to make it clear that this decision is in no way a reflection of your performance or dedication to the company. It is important to understand that we take pride in having a team of exceptional employees, but we must make tough decisions to adjust our workforce with the needs of the company and the current economic conditions.
Your final paycheck and any earned benefits will be mailed to your address on file, and your health benefits will continue through the end of the month. Additionally, we will provide you with information regarding your eligibility for unemployment and any other assistance programs that may be available to you.
Please return any company property in your possession, including your ID badge and laptop.
If you have any questions or concerns, please do not hesitate to reach out to HR or your supervisor.
We deeply appreciate your contributions to our organization and wish you the best of luck in your future endeavors.
Thank you.
Terminated because of Poor performance
Common poor performance script
Manager: Hi, Kevin. Thank you for coming to this meeting. I have some important news to share with you.
Employee: What is it?
Manager: Kevin, as you know, we have been monitoring your performance for the past six months. We have given you feedback, coaching, training, and a performance improvement plan to help you meet the expectations of your role. However, despite our efforts and your promises, we have not seen any significant improvement in your work quality, productivity, or attitude.
Employee: I’m sorry, I’ve been trying my best…
Manager: I appreciate that you have been trying, Kevin, but trying is not enough. You have to deliver results. You have failed to meet your deadlines, follow instructions, communicate effectively, and adhere to our standards and policies. Your performance has been consistently below par and unacceptable.
Employee: But I can do better, just give me another chance…
Manager: I’m sorry, Kevin, but we have given you enough chances. We cannot afford to keep you on the team any longer. You are being terminated effective today. This is your termination letter that outlines the reasons for your dismissal and the details of your final paycheck and benefits.
Employee: This is not fair! You’re making a mistake!
Manager: Kevin, this is not a mistake. This is a decision that has been made after careful evaluation and consultation with HR and senior management. You have to accept the consequences of your poor performance. You have to leave the premises now and return any company property you have in your possession. An HR representative will escort you out.
Employee: But…
Manager: Kevin, please don’t make this harder than it already is. I thank you for your service to the company and I wish you all the best in your future endeavors.
Bad work quality
Manager: Hello [employee name], I asked you to come in today to discuss some serious concerns that we have regarding your performance. We have noticed that your work quality and productivity are not meeting our expectations despite several attempts to provide you with feedback and opportunities to improve.
Employee: I understand.
Manager: We have given you several opportunities to improve your performance, but unfortunately, we haven’t seen the improvement that we were hoping for. As a result, we have to terminate your employment with our company.
Employee: Okay.
Manager: Please know that this decision was not taken lightly, and we wish you all the best in your future endeavors.
Employee: May I ask what happens next?
Manager: We will provide you with a severance package that includes [list the severance package details], and we will also assist you in finding other employment opportunities. We will provide a reference letter to any prospective employers, highlighting the positive contributions you made to our company.
Employee: Thank you for letting me know.
Manager: Do you have any questions or concerns?
Employee: No, I understand the situation.
Manager: Okay, then. Thank you for your understanding, and we wish you all the best.
One way communication
Hello [Employee Name],
I need to speak with you regarding your employment here at [Company Name]. Unfortunately, we have made the tough decision to terminate your employment due to ongoing concerns regarding your performance.
Despite providing previous feedback and opportunities to improve your work, we have not seen any significant improvements that meet the required standards of the company. It is critical to acknowledge that this decision is in no way a reflection of your personal character but rather, an outcome of your work output not meeting the expectations we had established.
Your final paycheck and any earned benefits will be mailed to your address on file, and your health benefits will continue through the end of the month. Additionally, we will provide you with information regarding your eligibility for unemployment and any other assistance programs that may be available to you.
Please return any company property in your possession, including your ID badge and laptop.
If you have any questions or concerns, please do not hesitate to reach out to HR or your supervisor.
We appreciate your time and effort during your employment with us, and we genuinely wish you the best in your future endeavors.
Thank you.
Terminated because of Misconduct
Serious misconduct
Manager: Hi, John. Thank you for coming to this meeting. I have HR representative Lisa here with me as well.
John: Hi, what’s this about?
Manager: John, we have some serious concerns about your conduct at work. We have evidence that you have been falsifying your expense reports and claiming reimbursements for personal purchases.
John: What? That’s not true. I can explain everything.
Manager: John, we have reviewed your expense reports and receipts, and we have found multiple discrepancies and inconsistencies. For example, you claimed $500 for a hotel stay in New York on June 15th, but we have a record of you being in the office that day. You also claimed $200 for a business lunch on July 10th, but the receipt shows that you bought a video game console at an electronics store.
John: Well, maybe I made some mistakes. It’s not a big deal.
Manager: John, this is not a mistake. This is a deliberate and fraudulent attempt to steal money from the company. This is a clear violation of our code of ethics and our expense policy. This is unacceptable and grounds for immediate termination.
John: Wait, you can’t fire me for this. I’ve been working here for five years. I’m a valuable employee.
Manager: John, I’m sorry, but your value as an employee does not excuse your misconduct. You have betrayed our trust and damaged our reputation. We have no choice but to let you go. Your employment with us is terminated effective immediately.
John: This is unfair. This is ridiculous. I’m going to sue you.
Manager: John, please calm down. We have followed all the legal procedures and documented everything. You have the right to appeal this decision through the appropriate channels, but we are confident that we have acted lawfully and fairly. Lisa will explain to you the next steps and provide you with a termination letter and information about your final paycheck and benefits.
Lisa: John, please follow me to my office. I’ll give you the paperwork and answer any questions you may have.
Manager: John, I’m sorry it had to end this way. Please gather your personal belongings and leave the premises as soon as possible.
Common misconduct
Manager: Hello [employee name], I asked you to come in today to discuss some serious issues that have arisen. We have received reports of misconduct on your part that violate our company’s policies.
Employee: Okay, what kind of misconduct did I commit?
Manager: We have received reports that [state the specific misconduct that occurred]. We take this very seriously, and unfortunately, we have to terminate your employment with our company.
Employee: I understand.
Manager: Please know that this decision was not taken lightly, and we wish you all the best in your future endeavors.
Employee: May I ask what happens next?
Manager: We will provide you with a severance package that includes [list the severance package details], and we will also assist you in finding other employment opportunities. We will provide a reference letter to any prospective employers, highlighting the positive contributions you made to our company, but we cannot provide a positive reference regarding the misconduct.
Employee: Thank you for letting me know.
Manager: Do you have any questions or concerns?
Employee: No, I understand the situation.
Manager: Okay, then. Thank you for your understanding, and we wish you all the best.
One way communication
Dear [Employee Name],
I regret to inform you that, due to your recent misconduct, your employment with our company is being terminated, effective immediately.
As you are aware, our company has strict policies in place to ensure a safe and respectful workplace for all employees. Your actions, including [specific details of the misconduct], have violated these policies and put our employees and reputation at risk.
Please note that this decision was not made lightly, and we have thoroughly investigated the matter before reaching this conclusion. We take all forms of misconduct very seriously and will not tolerate such behavior in our workplace.
You will receive your final paycheck, including any earned but unused vacation time or other benefits, according to our company policies.
Please return all company property, including [list the specific items], to your supervisor before you leave today.
We wish you the best of luck in your future endeavors.
