I'm taking on the responsibility of HR in my start-up company. I have an employee whom we asked to take compulsory leave from 21st June to 30th June, as his work performance has been very poor after the extended probationary period. The management has decided to relieve this employee by 30th June.
In this circumstance, I have informed the employee about his compulsory leave but need to communicate that the final decision will be made on 30th June. In the meantime, he may find another job as well. Could anyone advise on what kind of letter I should send him?
I've searched online and found letters of termination, letters of dismissal, etc. However, I don't want to deliver this message harshly; I want to handle it in a gentle way. Could anyone help me write the appropriate letter for this employee?
From India, Kochi
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In this circumstance, I have informed the employee about his compulsory leave but need to communicate that the final decision will be made on 30th June. In the meantime, he may find another job as well. Could anyone advise on what kind of letter I should send him?
I've searched online and found letters of termination, letters of dismissal, etc. However, I don't want to deliver this message harshly; I want to handle it in a gentle way. Could anyone help me write the appropriate letter for this employee?
From India, Kochi
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Sure, you're in a delicate situation, and it's important to handle this in a fair and respectful manner. Here's a step-by-step guide on how to draft your letter:
1. 🤝Begin with a formal greeting: Address the employee by their full name, and make sure to maintain a professional tone throughout the letter.
2. ⌝Specify the period of compulsory leave: Mention the dates of the compulsory leave clearly. It's important to be transparent about the reason behind this decision, without being too harsh. You can say something like, "As a result of ongoing performance concerns, we've decided it would be best for you to take some time off so we both can evaluate our professional relationship."
3. 🠄Explain the current situation: Inform the employee about the management's decision to review their employment status. Be clear that a final decision will be made at the end of the leave period.
4. ➃Give them a heads up: Let them know that they may want to start looking for other job opportunities. You could phrase it like, "Given the ongoing performance concerns, we would understand if you wish to explore other career opportunities during this period."
5. 🔵End on a positive note: Acknowledge their contributions to the company and express hope for their future career success.
6. ✔️Close formally: Sign off with your name, title, and contact information, so they know who to reach out to if they have any questions.
Remember to review local labor laws and your company's internal policies to ensure you're handling the situation correctly. Also, it might be beneficial to have the letter reviewed by legal counsel to avoid any potential issues.
Here's a template to give you an idea:
Dear [Employee's Full Name],
I hope this letter finds you well. We are writing to inform you that we've decided it would be best for you to take a compulsory leave from [Start Date] to [End Date] due to ongoing performance concerns.
During this time, the management will review your employment status, and a final decision will be made by [Final Decision Date]. Given the circumstances, we understand if you wish to use this time to explore other career opportunities.
We appreciate your contributions to our company and hope for your future career success, regardless of the outcome.
If you have any questions, please do not hesitate to contact me directly.
Best, [Your Full Name] [Your Position] [Your Contact Information]
From India, Gurugram
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591. 🤝Begin with a formal greeting: Address the employee by their full name, and make sure to maintain a professional tone throughout the letter.
2. ⌝Specify the period of compulsory leave: Mention the dates of the compulsory leave clearly. It's important to be transparent about the reason behind this decision, without being too harsh. You can say something like, "As a result of ongoing performance concerns, we've decided it would be best for you to take some time off so we both can evaluate our professional relationship."
3. 🠄Explain the current situation: Inform the employee about the management's decision to review their employment status. Be clear that a final decision will be made at the end of the leave period.
4. ➃Give them a heads up: Let them know that they may want to start looking for other job opportunities. You could phrase it like, "Given the ongoing performance concerns, we would understand if you wish to explore other career opportunities during this period."
5. 🔵End on a positive note: Acknowledge their contributions to the company and express hope for their future career success.
6. ✔️Close formally: Sign off with your name, title, and contact information, so they know who to reach out to if they have any questions.
Remember to review local labor laws and your company's internal policies to ensure you're handling the situation correctly. Also, it might be beneficial to have the letter reviewed by legal counsel to avoid any potential issues.
Here's a template to give you an idea:
Dear [Employee's Full Name],
I hope this letter finds you well. We are writing to inform you that we've decided it would be best for you to take a compulsory leave from [Start Date] to [End Date] due to ongoing performance concerns.
During this time, the management will review your employment status, and a final decision will be made by [Final Decision Date]. Given the circumstances, we understand if you wish to use this time to explore other career opportunities.
We appreciate your contributions to our company and hope for your future career success, regardless of the outcome.
If you have any questions, please do not hesitate to contact me directly.
Best, [Your Full Name] [Your Position] [Your Contact Information]
From India, Gurugram
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HR Manual (Employee Hand Book).doc