Properly notifying an employee of termination of employment can allow all parties involved to part ways amicably. Proper notice of termination involves repeated articulation of the reasons for termination and of the employee’s rights during and after the termination process. Failure to give proper notice of termination could result in lengthy legal battles, as employees have the right to appeal termination decisions that are executed improperly.
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Notify the human resources department of your company that you are beginning the process of terminating the employment of the employee in question. If your company does not have a human resources department, notify the CEO or business owner unless that person is you.
Meet with the employee whose employment is to be terminated. Tell him clearly that his employment is being terminated, list the reasons for termination and articulate his remaining responsibilities to the company and his rights as a terminated employee including unemployment compensation and COBRA options for insurance benefits.
Compose a formal letter notifying the employee of termination. Confirm the date of the termination meeting, list the reasons for termination, note any company property that must be returned such as keys or a company car, state the actual leaving date, describe the severance package including details about continuing benefits, communicate the employee’s rights to appeal this decision and include a signed and witnessed closing.
Notify your network administrator or the person who handles computer and database access for your company and have that person delete the terminated employee’s network capabilities.
Interview the terminated employee regarding her time at the company and her satisfaction with being an employee of the company.
Notify the person or department responsible for overseeing paychecks and benefits for your company that you have terminated the employment of the employee in question. Inform them of the employee's leaving date, after which salary and benefits should cease.
Tips and warnings
- Invite another supervisor into the meeting if you suspect the employee will react negatively to the news of termination.
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