How to Write a Sensitive De-Promotion Email Without Hurting Feelings?

Dear Humanagers,

I need expert guidance regarding the subject below:

SUBJECT: De-promotion Mail to Employees.

Last year, we appointed an individual at the topmost level, and due to his poor performance, we have decided to de-promote him. We need to send a de-promotion mail to him, but we want to ensure that the message does not hurt him.

Kindly guide me on how to handle this situation.

Thank you.

You could have searched this forum for the rough format of the draft for a demotion letter. Anyway, you may use the following draft:

To,

Mr _________

____________ (Employee No)


1. You have been appointed in this company as _____ (designation) with effect from ______ (date). On completion of _____ months, the management of this company reviewed your performance. Considering your performance rating, it has been decided to revise your designation as _____ from ____ (date). Your new designation falls in the category of ____ grade/level/employee band. Therefore, you will be entitled to the benefits of this grade/level/employee band.

2. With the revision of your designation, management has decided to revise your salary. Your revised salary breakup is as below:

Basic: ___

DA: ____

HRA: ____

3. Notwithstanding the revision of this designation, the other terms and conditions of your employment remain the same as per your appointment order No ________ dated ________.

Authorised Signatory

For _________

Note: Please strike off the unwanted details.

Thanks,

Dinesh Divekar