This email template is designed for HR professionals who need to communicate the termination of an employee following a Performance Improvement Plan (PIP). It ensures that the message is conveyed with sensitivity and clarity, respecting the emotional state of the employee while outlining the necessary details of the termination process.
Template Email
Email subject line: Notification of Termination Following Performance Improvement Plan – [Employee’s Name]
Dear [Employee’s Name],
I hope this message finds you well. After thorough evaluation and consideration, I must inform you that we have made the difficult decision to terminate your employment with [Company Name], effective [Termination Date].
As you are aware, we implemented a Performance Improvement Plan starting on [PIP Start Date] to address specific areas in need of enhancement. Unfortunately, despite our collective efforts and support, we have concluded that the expectations outlined in the plan have not been met.
This decision was not made lightly, and I want to assure you that we explored all possible alternatives before arriving at this conclusion. I understand that this news may be disappointing, and I want to express that we sincerely appreciate the contributions you have made during your time here.
You are entitled to [Severance Pay or Benefits, if applicable], and we will send you additional information regarding this matter shortly.
Please remember that our policies regarding confidentiality and non-disclosure remain in effect. If you have any questions or concerns, do not hesitate to reach out to HR or your manager.
Thank you once again for your efforts, and I wish you all the best in your future endeavors.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Why does it matter?
Communicating a termination due to a Performance Improvement Plan is a critical task that reflects on the organization’s values and commitment to fairness. This email serves not only as a formal notification but also as a means to provide clarity and closure for the employee. It ensures that the process is handled with professionalism and respect, minimizing potential misunderstandings and emotional distress.
When to send?
Send this email after you have confirmed that the employee has not met the criteria set forth in the Performance Improvement Plan and following management’s decision to proceed with termination. Timing is essential; ensure the employee has been informed in a timely manner while allowing for necessary discussions with involved parties.
What to include?
- The employee’s full name and job title
- The effective date of termination
- A brief explanation of the reasons for termination
- A summary of the Performance Improvement Plan and specific areas of underperformance
- Details regarding any severance pay or benefits owed to the employee
- A reminder of the company’s confidentiality policies
- Contact information for HR or the employee’s manager for any follow-up questions
Best Practices
- Maintain a respectful and empathetic tone throughout the email.
- Be concise but thorough in your explanations to avoid confusion.
- Ensure that all necessary parties (HR, managers) are copied on the communication.
- Prepare to support the employee post-termination with resources or referrals if appropriate.
Common Mistakes to Avoid
- Using overly technical language that may confuse the employee.
- Failing to provide a clear rationale for the termination, leading to potential disputes.
- Not adhering to company policies regarding confidentiality and non-disparagement.
- Being vague about severance or benefits, which can cause additional stress for the employee.
