Chapter 15
Perfect Phrases for Ending Employment
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When the appropriate coaching sessions don’t bring positive results and standards remain unmet, or when an employee must be discharged for non-performance-related reasons, it is tough to find the words. In the case of a performance-related termination of employment (note: not termination of the employee!), if we’ve done our jobs, they already know. Make employment severance as quick and clean as possible, and preserve as much of the employee’s dignity as you can. The conversation will have three parts:
1. Opening
2. Brief explanation
3. Closing
Perfect Phrases to Open the Severance-Due-to-Performance Meeting
I am sorry it has come to this.
I suspect you know what this meeting is about.
Please sit down. We have come to a final decision regarding your employment.
Perfect Phrases to Explain the Situation of Severance Due to Performance
We gave you warnings and your performance is still not at an acceptable level.
In our prior meetings we outlined the standards you must meet to stay on with us and you haven’t met them.
Despite warnings, your performance has not reached an acceptable level.
I am forced to terminate your employment.
Today will be your final day of employment.
The reasons for this are the ones we have discussed and that are on file.
This decision is final. It was based on your inability to rebound from two unsatisfactory performance reviews.
Perfect Phrases to Open the Severance-Due-to-Cutbacks Meeting
It’s hard for me to tell you this. I know it’s harder for you to hear it.
I wish it could be different, but I am not in control here.
This is one of the hardest things I have to do.
Perfect Phrases to Explain the Situation of Severance Due to Cutbacks
Budget cutbacks force the elimination of your position.
Despite our efforts to avoid having to do this, your job has been eliminated.
Sometimes reality requires me to let go of people I value. That’s what is happening now. I have to terminate your employment effective immediately.
I understand that (another company) is looking for people with your qualifications.
HR has a few leads for other jobs.
How can I help you pull resources together?
Personnel will discuss your final pay and collect your office keys.
Talk to me. I can’t change it, but I can listen and understand.
Perfect Phrases to Reaffirm the Employee and Close the Meeting
I wish this could have been resolved otherwise.
I hope you find work that suits you.
I sincerely wish you good luck in your next position.
(Shake hands.) Good luck. Please contact (Name) if you have any questions about (your noncompete agreement, severance package, handing off work, COBRA, etc.).
I will be happy to provide a reference stating (comments).
As you know, we have procedures when employment is ended. I’d like to be able to let you take your time to tie things up, and the fact that I can’t does not reflect how I feel about you personally.
Perfect Phrases to Answer Common Severance Questions
These are the terms of your employment termination.
Your last day is . . .
Regarding bonuses you are eligible for . . .
Regarding accumulated sick leave and vacation time you haven’t taken . . .
Regarding pension, profit sharing, and saving plans . . .
You will receive your last paycheck on (date).
You (will, will not) be eligible for unemployment insurance.
Let’s go over what I will say to prospective employers if we receive a signed release from them.
We will notify you any time someone requests information.
Let’s go over what we’ll tell your co-workers and clients about your no longer working at this company.
Your medical and insurance benefits (will, will not) continue.
We do require that you return company property such as a car, pager or cellular phone, and keys by (time).
You (can, cannot) say good-bye to everyone before you go.
The way for you to go to your work area to get your personal things is (guidelines).
You have the (hour, day, week) to gather your belongings.
We (do, do not) want you to complete pending projects.
To pass on your work to other employees, we ask that you . . .
Whatever questions remain after today can be directed to . . .
We will handle your pending appointments by . . .
Perfect Phrases to Tell the Workforce About an Employment Termination
(Name’s) employment has been terminated effective . . .
To protect privacy, I won’t go into details.
If any of you has concerns about this, we can discuss them privately.
To cover (his, her) responsibilities we need to work together.
I’ll need your help to figure out how we can keep things running smoothly.
What suggestions do you have for handling this?
Let’s plan the transition.
If this creates a particular hardship for any of you, please let me know.
Perfect Phrases for the Exit Interview
If an exit interview is for employment that ended in termination, it is best if someone who was not involved in the employment termination conducts it. Here are some phrases.
The purpose of this meeting is to exchange information about your perception of the company and how it treats employees. We also want to tie up loose ends about the severance.
Do you feel management communicates well?
Is there anything you believe we should know regarding your experience here?
What changes would help employees do their jobs better?
What questions remain?
Let’s review the noncompete agreement.
Have you returned all company items?
Perfect Phrases to Manage Remaining Employees After Layoffs
Statistics show that fewer than half of companies experience increased profits after layoffs.1 This is largely attributed to the fact that surviving employees have a sense of demoralization and anxiety. While there isn’t a panacea to instantly resolve the challenges of layoffs, good layoff management can help. Here are some phrases for that.
The recent layoffs have increased everyone’s workload, including mine. But I know this is the time we need to stay in sync with each other most. I will increase my availability through the transition by . . .
I won’t pretend things aren’t tough. Here’s what we’re doing to weather the storm.
Between the Internet and the rumors, you’ve heard or guessed about what’s going on. Talk to me, and I’ll tell you what I know and what I don’t know, and if there are things I can’t tell you yet, I’ll admit it to you.
I don’t know what we will do about (situation), but I’ll let you know as soon as I do.
I understand the layoffs have created trauma and disruption, and while I’d like to pretend we can all get over it by Monday, I know the process takes time.
I know it’s weird to come to work and not see (Name) anymore. It will take time for all of us to adjust.
It’s hard to understand why we’d let someone as valuable as (Name) go. We did it because . . .
If you have any more questions about why we laid (Name) off or how we’re going to adjust, please ask.
I can understand why you’re angry about the layoffs.
We’re all anxious about the layoffs. Let’s get clear about our direction so we can focus that anxiety into energy.
I can’t fix it, but I can listen.
It’s tough right now. I believe we’re going to turn this around because . . .
Let’s lay our situation on the table and do some action planning as a team.