How to Communicate an Employee's Departure with Sensitivity and Support

Dear Team, I hope this message finds you well. I am writing to inform you that we have made the difficult decision that [Employee's Name] will be leaving the company. We appreciate [his/her] contributions during [his/her] time here.

We understand that this news may come as a surprise, and we want to ensure a smooth transition for [Employee's Name]. We will provide support during this period and offer assistance in [his/her] job search.

Please know that this decision was made after careful consideration, and we believe it is the best course of action for all parties involved.

If [Employee's Name] has any questions or concerns, please encourage [him/her] to reach out to me directly. We value [his/her] professionalism and dedication and wish [him/her] the best in [his/her] future endeavors.

Thank you for your understanding and cooperation during this transition.

Best regards

You have to provide a valid reason for terminating an employee or requesting their resignation, such as poor economic conditions, poor performance, conflict, or infringement of company rules and regulations. Before sending the mail, discuss this matter with the concerned employee. They should receive a valid reason from you.

Termination Notice Template

Use the text below and modify it 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 the date of this letter. We do not expect you to continue your duty during your notice period and request that you hand over all related documents and responsibilities properly to HR.

Thanking you.

Regards

Handling Employee Resignation

Please explore the possibilities. If he is a good guy and accepts the management decision, it is better not to write a letter. Brief him on the reasons behind it and convince him to submit the resignation letter.

If he is a negative guy and there is a possibility of confrontation, it is better not to issue any letter. This could become a tool for him to proceed further. Hence, it is better to go in a structured way by building the file, organizing an inquiry, and discontinuing the process.

Regards,
Kamesh

As Mr. Kamesh mentioned, it is not advisable to issue a letter in such situations, as it may lead to further complications with labor officials. It is important to communicate with employees in person, helping them understand the circumstances and encouraging them to resign voluntarily with dignity. Employees who depart from the organization amicably serve as the best representatives of the company.

Regards,
Kamesh

I agree with the views and draft suggested by MANIFARO. However, you mentioned wanting another simple format. I concur with MANIFARO that even in a simple letter, it is essential to provide some valid reasons. Therefore, I propose the following format:

Proposed Simple Format

Dear Mr./Ms. [Name],

It is to inform you that, due to restructuring policies, your services will not be required by us. Consequently, you will be relieved on [Date].

Signing Authority

With regards,

Srivastava C.M. Lal

[Phone Number Removed For Privacy Reasons]

Simply, you cannot tell your employee to leave the job and search for a new job in writing. There must be some valid reasons. If the employee is under a probationary period, you can straightaway terminate their services by stating the reasons their performance is found not satisfactory, by giving a notice period as stipulated in the appointment order. If it is a confirmed employee, you have to terminate their services only as per law. You have to prove the charges and, based on the findings of the inquiry officer, you can legally terminate so that even if they approach the Labor officer, as an employer, you must be within the purview of the law.

Regards,
Adoni Suguresh
Sr. Executive (Pers, Admin & Ind. Rels)
Labor Laws Consultant