Adoni Suguresh
Sr.executive (per & Adm)
Freelance Corporate Trainer
Manager - Payroll
[email protected]
Hr Executive
+3 Others

Please help me to draft one email to my employee to inform him that he has to leave the company and search new job
as i need to write smooth letter so he can leave the company smothly without any question. kindly help me out.

From India, Bangalore
Dear Ziya,
You have to provide valid reason for terminating employee or requesting for resign. ie Poor Economic condition, Poor performance, Conflict, Infringement company rules and regulations etc.., Before sending mail discuss this matter with the concerned employee. He should get a valid reason from you.
Use this below text and change as per your requirement:
Dear XYZ,
We regret to inform you that your services are no longer required due to changes in the company’s economic performance. Please consider the above-mentioned date as the start of the notice period as per labor law. Furthermore you will be relieved of all functional responsibilities of contract(s) under your supervision effective from date of this letter. We do not expect you to continue your duty during your notice period and hand over all related documents and responsibilities in a proper way to HR.
Thanking you.

From Kuwait, Kuwait
Pl. explore the possibilities, if he is a good guy and accepts the management decision then better not to write a letter, brief him the reasons behind and convince him in submitting the resignation letter.
If he is a negative guy and possibility of confrontation then better not to issue any letter because the same becomes a tool for him to proceed further hence better to go in structured way of building the file, organizing an enquiry and discontinue.
Regards - kamesh

From India, Hyderabad
As Mr.Kamesh quoted, its not advisable to issue letter on such grounds as it will only lead to other issues from labour officials front. Be in touch with the employees in person. Make them understand the situation. Persuade them to submit the resignation and relieve them with honour. Employees who leave the organization peacefully are the best ambassadors of the Company.
From India, Madras
Dear Ms Ziya Sayed,
I agree with the views and draft suggested by MANIFARO. But you want another simple format. I agree with MANIFARO that some valid reason has to be given even in a simple letter. So I would suggest the following format:
Dear Mr/Ms...........
It is informed that due to restructuring policy, your services will not be required by us. Accordingly you will be relieved on.............
Signing Authority
With regards,
Srivastava C.M. Lal

From India, New Delhi
Simply you cannot tell your employee to leave the job and seartch for a new job in writing. There must be some valid reasons. If the employee is under probationer period, you can straight away tyerminate his services stating the reasons his performances are found not satisfactory, by giving notice period as stipulted in the appointment order. If it is conformed employee, you have to terminate his services only as per law. You have to prove his charges and based on the findings of the enquiry officer you can terminate legally so that even he approaches to the Labour officer, as a employer you must be within the purview of the law.
Adoni Suguresh
Sr.Executive (Pers, Admin & Ind.Rels)
Labour Laws Consultant

From India, Bidar
Dear seniors
f management has decided to suspend ay employee due to any reason for 10 days. i think i need to do enquiry in this case,
so please let me know what is the process to do enquiry and which employees has required to involve in such case.

From India, Dehra Dun
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