Employee Layoff Email

Table of Contents

    A layoff letter’s purpose is to notify the employee of their dismissal, provide an explanation for the decision, and outline the individual’s future actions. For reasons unrelated to an employee’s performance, such as economic circumstances or a merger, companies may send out lay off letters in order to temporarily or permanently end employment. 

     

    The following details should be included in your letter:

    1. Information about employees: Make sure to include their full name, employee ID, job title, and department. 
    2. Compensation: Think about all of the employee’s entitlements to pay, including severance, benefits, and more. Verify and indicate when benefits will stop; in most cases, they will continue beyond the termination date.
    3. Things that must be returned: Outline whether the employee is required to surrender any business property, such a laptop, phone, or ID card?
    4. Who is the manager or supervisor?: Ensure to provide the name of the person in charge of the termination procedure.
    5. Forms of legal documentation: Is there a non-disclosure agreement or non-compete clause that the worker has signed?

     

    Ensure you get approval from the company’s legal staff before sending the laid-off employee their letter when you’ve finished writing it. 

    How to write a layoff email

    When people are being laid off, it’s important to keep in touch with them through layoff emails. If you are a human resources manager or expert at a company that is letting people go, here are some steps you can take to write a professional layoff letter:

     

    1. Talk to the employee directly

    Start your message by writing it to the employee directly. This way, you can make the conversation more personal and ensure each letter gets to the right person. Suppose a company is letting go of several employees at once. In that case, you can use the autofill tool in your word processor to ensure each team member gets a letter written to them without having to type in each person’s name individually. Make a list of the employees who will be affected, then use that list to write a letter that is unique to each employee.

     

    Example:  Hey Disha,

     

    Hope this email finds you in good health

     

    1. Be clear and to the point

    In the first line of your letter, you should clarify what you want to say. It is important to use plain language because your team members would appreciate transparency, and clear communication. To be more clear, put the exact date of their layoff in the letter’s body.

     

    Example: Your present job as office manager is being eliminated because the company is reorganizing. The 15th of November 2022 is your last day of work.

     

    1. Express gratitude

    Thanking the team member for their time and effort shows that the company values what they’ve brought to the table. Showing gratitude can also help people understand that the firing is not because of poor performance. When you want to show your thanks, you can either thank the employee for specific efforts or for the work they’ve done in general.

     

    Example: Batson Sign Inc. wants to thank you for all your hard work over the past five years, especially for your leadership during the recent project to restructure the company’s technology.

     

    1. Provide Guidance

    When you fire someone, you should include certain information in your letter, like when and how they can get their last paycheck. In a letter of layoff, it’s also helpful to explain who is eligible for benefits and when the job will end. You can include details about how much paid time off (PTO) the employee currently has, and whether they get paid for the PTO they still have. If you send your layoff letter electronically, you might want to include a link to a website with information about benefits and other important topics.

     

    Example: Since you were eligible for benefits while working for the company, you can stay on the health insurance plan for up to 120 days after being fired. You’ve earned 47 hours of paid time off, which you can get at your hourly rate on your last paycheck. Your last paycheck will be sent to you on November 22, 2022.

     

    1. Make a list of relevant resources

    In your message, you can include helpful tools for a team member who was fired, such as

     

    • A link to the main page for health insurance
    • Helpful tools for people who are having a hard time with money
    • Information about jobless payments
    • Many states have specific rules about how to give laid-off workers jobless benefits, so giving the employee the link to the right page for their state can help them get benefits.
    • You could also give the employee some paperwork to fill out or let them know when it will be sent to them.

     

    Example: On our layoff page [website address], you can find information about health insurance, financial difficulty, and jobless payments.

     

    1. Figure out the time frame

    There are lasting cuts and temporary ones. One example is that companies may sometimes let fired workers choose to come back to work for them at a later date. Your message about firing an employee should say whether the firing is temporary or permanent. If it’s only short, talk about when they might be able to come back.

     

    1. Give your information

    Put your contact information at the end of the layoff letter and sign it professionally. If people on your team have more questions or notes, having your contact information on hand can make it easy for them to talk to you professionally. You can give your email address and phone number, or you can include a plan for making meetings. These are examples of proper business closings:

     

    • Thank you
    • Regards
    • Best
    • Sincerely
    • Respectfully

    Example:

    Best regards, 

    Rachel Lee

    rlee@batsonsigncompany.biz

    404-569-9681

     

    10 Lay-off Email Samples with Reasons

     

    Here are 10 sample letter of layoff:

    1. Organizational Restructuring Announcement

     

    Subject: Exciting Changes Ahead – Organizational Restructuring

     

    Dear [Team/Employee Name],

     

    I’m excited to share some news about our upcoming organizational restructuring. This positive shift aligns with our mission to enhance efficiency and innovation. Detailed information will be shared in a company-wide meeting on [Date/Time]. Your questions and feedback are essential during this transformative process.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name]

     

    2 Position Elimination Notification

     

    Subject: Important Notice – Position Restructuring

     

    Dear [Employee Name],

     

    I regret to inform you about changes impacting your position due to organizational restructuring. Your contributions have been valuable, and support services are available. A meeting on [Date/Time] will address your concerns. Your professionalism is appreciated during this transition.

     

    Sincerely,

    [Your Name]

    [Your Position]

    [Company Name]

    3. Budgetary Adjustments: Workforce Changes

     

    Subject: Update on Budget Adjustments and Workforce Changes

     

    Dear [Team/Employee Name],

     

    I hope this message finds you well. We want to inform you of some necessary adjustments in response to recent budget changes. Unfortunately, these adjustments will impact certain positions.

     

    A company-wide meeting is scheduled for [Date/Time] to discuss the details, answer questions, and provide support during this transition.

     

    Your understanding and cooperation are appreciated during these challenging times.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name]

    4. Operational Streamlining: Workforce Update

     

    Subject: Important Workforce Update – Operational Streamlining

     

    Dear [Team/Employee Name],

     

    I hope this email finds you in good health. We want to inform you about upcoming operational streamlining initiatives that will affect our workforce.

    A meeting is scheduled for [Date/Time] to address questions and concerns. Your cooperation and dedication are invaluable during this process.

     

    Thank you for your understanding.

     

    Sincerely,

    [Your Name]

    [Your Position]

    [Company Name]

     

    5. Departmental Reorganization: Important Update

     

    Subject: Critical Update – Departmental Reorganization

     

    Dear [Team/Employee Name],

     

    I hope this email finds you well. We’re writing to inform you about an imminent reorganization within our department.

    Please attend a mandatory meeting on [Date/Time] for an in-depth discussion. Your input and questions are crucial during this transitional phase.

     

    Thank you for your cooperation.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name]

     

    6. Market Challenges: Workforce Adjustment Notice

     

    Subject: Workforce Adjustment Notice – Responding to Market Challenges

     

    Dear [Team/Employee Name],

     

    I trust this email finds you in good spirits. In response to ongoing market challenges, we need to make some adjustments to our workforce.

    Your attendance at a meeting on [Date/Time], where we’ll discuss the changes and provide necessary support, is appreciated.

     

    Thank you for your understanding.

     

    Sincerely,

    [Your Name]

    [Your Position]

    [Company Name]

    7. Technology Shift: Workforce Transition Announcement

     

    Subject: Workforce Transition Announcement – Embracing Technological Shifts

     

    Dear [Team/Employee Name],

     

    I hope this message finds you well. We’re writing to inform you about an upcoming workforce transition in response to our evolving technological landscape.

    Your participation in a meeting on [Date/Time] is crucial for a detailed discussion and addressing any queries you may have.

     

    Thank you for your adaptability during this period of change.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name]

    8. Global Economic Impact: Workforce Changes Ahead

     

    Subject: Notice – Workforce Changes Ahead Due to Global Economic Impact

     

    Dear [Team/Employee Name],

     

    I hope this email finds you in good health. In light of the global economic impact, we must implement some changes to our workforce.

    Please attend a meeting on [Date/Time] for an in-depth discussion. Your cooperation and understanding during this period are greatly appreciated.

     

    Sincerely,

    [Your Name]

    [Your Position]

    [Company Name]

    9. Business Consolidation: Workforce Update

     

    Subject: Workforce Update – Business Consolidation Announcement

     

    Dear [Team/Employee Name],

     

    I hope this message finds you well. We’re writing this email to inform you about an important update regarding our business consolidation efforts.

    A company-wide meeting is scheduled for [Date/Time] to discuss the changes. Your attendance and engagement during this period are vital.

     

    Thank you for your understanding.

     

    Best regards,

    [Your Name]

    [Your Position]

    [Company Name]

    10. COVID-19 Response: Workforce Adjustment Notice

     

    Subject: Important Notice – Workforce Adjustment in Response to COVID-19

     

    Dear [Team/Employee Name],

     

    I hope this email finds you in good health. Due to the ongoing impact of COVID-19, we find it necessary to make some adjustments to our workforce.

    Please join a virtual meeting on [Date/Time] where we’ll discuss the changes and provide support.

     

    Your cooperation during these challenging times is highly appreciated.

     

    Sincerely,

    [Your Name]

    [Your Position]

    [Company Name]

     

    Everyone goes through a rough time when they lose their job, so it’s important to be careful and make the change as smooth as possible. Whether you’re firing a few people or hundreds, try to ensure they are paid as much as possible and that the next steps go as smoothly as possible. It’s possible to say this too many times, but being kind goes a long way.

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