How Should You Professionally Respond to an HR Email About Role Termination?

How to respond to an HR email about role termination

When an employee receives an email from HR stating, "As per management instructions, you will be relieved from the role of -------- effective from 01-04-2024. Please complete the necessary exit formalities before 01-04-2024. The relevant relieving documents will be provided after your exit formalities are completed," it is important to respond professionally. The employee should acknowledge receipt of the email, express understanding of the instructions, and confirm the completion of exit formalities within the specified timeline. If there are any questions or concerns, the employee should seek clarification from HR promptly.

Sure, the employee should question it and ask for the reason for termination. Even during probation, termination should not be on account of "management instructions." If the terms of the appointment order state that "during probation your employment/this contract of employment shall be terminated by either party without reasons and without notice," then the termination letter/mail should be worded like, "following clause No....(above referred) your service stands terminated with effect from 1st April 2024." This makes sense, but in no way should the wording in the mail be like "as per the management instructions you will be relieved from the service."

Suppose the employee is a confirmed employee, these kinds of mails will not be sufficient. In order to terminate, there should be reasons, and those reasons should first be made known to the employee, and then the procedures involved should be followed.

Thank you, Mr. Madhu, for your valuable reply. It is an LLP. The management is least bothered to discuss this even after working for 3 years sincerely with them. In this case, can she express the same in an interview? She has only the bank statement as proof of salary and a small email offer letter. Please suggest.