How to terminate an employee: 3 scripts
Let's look at some real-world examples of how to fire someone nicely. While the specifics will vary, these scripts show how to deliver the message clearly and compassionately.
Script for terminating an employee for performance issues
"Hi Sarah, thanks for meeting with me. I asked you here because we need to discuss your performance in the Marketing Coordinator role. As you know, we've talked several times over the past six months about the core skills and productivity levels needed for this position. While I know you've been trying, we still aren't seeing the improvement we need.
We provided a performance improvement plan 60 days ago with clear and measurable goals. But based on our last review, those goals haven't been met consistently. Your work continues to require substantial oversight and correction from your manager.
I'm sorry to say that we've made the difficult decision to terminate your employment with ABC Company as of today. Please know this isn't a reflection of you as a person. We greatly appreciate your positive attitude and creativity. However, we need to ensure this role is filled by someone who can meet its demands.
We'll provide two weeks of severance pay to help with your transition. Your final paycheck will include that severance and your accrued vacation time. We've prepared a reference letter highlighting your strengths to aid in your job search. HR will follow up with more details on your benefits and next steps. Please return your laptop and keycard by Friday.
I know this is tough news. If there's anything we can do to support you, please let us know. We wish you all the best."
Script for terminating an employee for misconduct
"Good morning John, please have a seat. We need to have a serious conversation about your behavior at work. As you're aware, XYZ Corp has strict policies prohibiting harassment and discrimination.
It has come to our attention that you've made repeated offensive comments to your coworkers, even after being asked to stop. Several team members have reported feeling uncomfortable and disrespected by your jokes targeting religious and ethnic minorities.
We take these complaints very seriously. Your actions violate our Code of Conduct and create a hostile work environment. We have zero tolerance for harassment. As a result, we've made the decision to terminate your employment with XYZ Corp, effective immediately.
Please understand that this decision is final. Today will be your last day. HR will provide your final paycheck, including pay through today, and information on your COBRA benefits. We'll need you to return your badge and office keys before leaving.
I know this may come as a surprise, but we cannot allow this behavior to continue. We have a responsibility to provide a safe and respectful workplace for all. Please take this as an opportunity to reflect and learn. If you need support, our EAP program is available for the next 30 days."
Script for terminating an employee for restructuring reasons
"Hi Mike, thanks for coming in. I'm afraid I have some difficult news. As you know, our company has been going through significant changes to adapt to market conditions. We've had to make some tough decisions to remain competitive and sustainable.
After careful consideration, we've determined that we need to eliminate several positions, including yours, effective two weeks from today. Please understand that this decision is not a reflection of your performance or value. Your work has been consistently strong. This is strictly a business decision driven by our need to restructure.
We want to support you in this transition. You'll receive a severance package including eight weeks of pay and job placement assistance. We're also happy to provide references for your job search.
Your last day in the office will be this Friday. Please work with HR to transition your projects and return any company equipment by then. They'll provide details on your final pay and benefits.
I want to sincerely thank you for all you've contributed to XYZ Inc over the past four years. It's been a pleasure working with you. If there's anything I can do to help with your job search, please don't hesitate to ask.
I know this is a lot to process. Take the rest of the day off if you need it. And please know that my door is always open if you want to talk further."
Automate workforce and employee management with Rippling
Employee terminations are one of the most difficult but necessary parts of workforce management. They require adherence to complex laws, careful recordkeeping, and impeccable timing. One misstep can lead to costly litigation or compliance penalties.
Rippling's unified workforce management platform takes the stress and risk out of offboarding employees. With Rippling, you can:
- Track and manage employee performance and disciplinary issues in one place
- Generate compliant termination documents like COBRA notices and severance agreements
- Automate deactivation of systems access and benefits for terminated employees
- Offboard employees compliantly across countries with local best practices
- Manage equipment returns with prepaid shipping labels and automated follow-ups
Rippling streamlines every aspect of the employee lifecycle in one intuitive platform, from onboarding and payroll to talent management and offboarding. Its powerful automation and built-in compliance give you peace of mind, no matter your company size.
How to terminate an employee FAQs
What is termination of employment?
Termination of employment is when an employer ends an employee's job, either voluntarily (resignation) or involuntarily (firing). Involuntary termination is when the employer dismisses the employee due to dissatisfaction with performance, misconduct, or business necessity like layoffs.
What paperwork do I need to terminate an employee?
When terminating an employee, you should have:
- Performance reviews, warning notices, or documentation of issues
- Termination letter stating reasons and effective date
- Final paycheck acknowledgment
- Non-compete, non-solicitation, or non-disclosure agreements
- Benefits termination or COBRA notices
- Company property return form
Requirements vary by location, length of service, and termination reason. Consult with HR for specific guidance.
How do you start a conversation to terminate an employee?
Open the termination meeting by thanking the employee for their time and explaining the purpose of the meeting. Use a respectful but direct opening line, like:
"Hi [Name], thanks for meeting with me today. I have some difficult news to share. I asked you here because we need to discuss your employment with [Company]. This isn't easy to say, but we've made the decision to terminate your position effective [Date]."
Then, briefly explain the reasons for the termination, focusing on facts and policy. Share any transition support you're offering. Allow them to react and ask questions, but keep the meeting brief.
[H3] How do you politely terminate an employee?
To terminate an employee professionally and compassionately:
- Have a clear, documented reason for the termination based on performance or policy.
- Hold the termination meeting privately with an HR witness.
- Get to the point quickly and communicate the decision directly but tactfully.
- Briefly explain the reasons, sticking to objective facts, not opinions.
- Listen to their response and acknowledge their feelings, but don't argue.
- Review next steps for ending their employment like final pay and benefits.
- Offer transition support like a reference or outplacement help.
- Thank them for their contributions and wish them well.
The key is to balance firmness with empathy and to treat the employee with dignity throughout the process.
