How to Write a Firing Email That Is Professional and Effective

Have you ever found yourself struggling to write a firing email? It’s never an easy task to let someone go, especially when you have to do it through digital communication. But fear not, I’ve got you covered. In this article, I’ll guide you through the steps of how to write a firing email that is both professional and compassionate. Plus, I’ve included examples that you can edit as needed to make the process just a little bit easier. So, let’s dive in and learn how to handle this tough situation with grace and tact.

The Best Structure for Writing a Firing Email

Writing a firing email can be a challenging and unpleasant task, but it is a necessary part of managing a team or a business. When approaching this task, it is important to keep in mind that the tone and structure of your email can have a significant impact on its effectiveness and the way it is received by the recipient. In this article, we will outline the best structure for how to write a firing email, using Tim Ferriss’ writing style as a guide.

The first paragraph of your email should be straightforward and concise, stating the purpose of the email and the decision that has been made. It is important to be clear and direct, avoiding any unnecessary details or explanations. Start by addressing the recipient by name and thanking them for their work and contributions to the team or company.

Next, you should explain the reasons for the decision that has been made. This can be a difficult part of the email to write, but it is important to be honest and transparent. Focus on specific examples and incidents that have led to this decision, and avoid being vague or general. This will help the recipient understand why the decision has been made and what they could have done differently to avoid the situation.

After explaining the reasons for the decision, it is important to offer support and assistance to the recipient. This can include offering to provide a reference, helping them with their job search, or offering to answer any questions they may have. This shows that you value their contributions and are committed to supporting them through this difficult time.

The final paragraph should be a clear and concise summary of the decision that has been made, the reasons for it, and the support that you are offering. End the email on a positive note, thanking the recipient once again for their work and wishing them well in their future endeavors.

In conclusion, when writing a firing email, it is important to be clear, honest, and transparent. Use a straightforward and concise structure, focused on the purpose of the email, the reasons for the decision, and the support that you are offering. By following this structure and using a professional and respectful tone, you can effectively communicate a difficult decision and maintain positive relationships with your team members.

Firing Email – Poor Performance

Notice of Termination – Poor Performance

Dear [Employee Name],

It is with regret that we must inform you that your employment with our company will be terminated effective immediately. This decision is based on a review of your work performance over the past [days/weeks/months/years] and is in line with the company’s policies regarding employee performance.

Despite our efforts to work with you on improving your performance, including providing additional training and coaching, we have not seen any substantial improvement. Your inability to meet job requirements has caused disruptions to our operations, negatively affected our productivity, and as a result, we can no longer keep you in our employment roles.

It is our company’s belief that we have provided you with every chance to improve your performance. We wish you all the best for the future.


[Your Name]

Firing Email – Violation of Company Policy

Notice of Termination – Violation of Company Policy

Dear [Employee Name],

It is with regret that we must inform you of your termination of employment for violating the company policy. We have discovered that your actions/breach of our company’s policy/terms and conditions has resulted in serious consequences and damage to our company’s reputation and integrity.

As our company policy expressly prohibits [behavior in question], we can no longer continue to employ you without compromising our ethical and legal standing. We take our company’s values and code of conduct seriously, and we expect every employee to follow them without exception.

We appreciate your service over the years, and we hope you will take responsibility for your actions to avoid similar situations in the future.


[Your Name]

Firing Email – Misconduct

Notice of Termination – Misconduct

Dear [Employee Name],

It is with regret that we have to inform you that you are being terminated from your position on charges of misconduct. We have received reports and evidence of [behavior in question] during your time of employment, which has been found to be a direct violation of our company’s policies.

Unfortunately, this behavior is unacceptable and cannot be tolerated in our company. We are committed to maintaining a safe and respectful workplace for all our employees, and this behavior undermines our core values and mission.

We appreciate your contribution to the company, but due to the severity of the incident, we have no other choice but to terminate your employment effective immediately. We wish you the best in your future endeavors.


[Your Name]

Firing Email – Poor Attendance

Notice of Termination – Poor Attendance

Dear [Employee Name],

It is with regret we inform you of the termination of your employment based on poor attendance. We have repeatedly reminded you of the need to attend work regularly and fulfil your schedule, which is a fundamental requirement for the job. However, it has come to our attention that you have been absent several times without proper notice or a valid reason.

Your poor attendance has been disruptive to our operations. It has left us in a difficult position, with gaps in the production line, which has ultimately impacted our customers’ satisfaction. Despite our efforts to find an agreeable option, it has been impossible to continue this way and thus the decision to terminate the employment has been taken.

We regret having to take this step, but the circumstances have left us with no other choice. We wish you the best of luck in your future endeavors.

Kind regards,

[Your Name]

Firing Email – Redundancy

Notice of Termination – Redundancy

Dear [Employee Name],

It is with deep regret that we must inform you that your position as [Job Title] is being terminated as a result of company restructuring and downsizing. [Company Name] must make some tough decisions to stay competitive, and, unfortunately, your position is one of those which will be made redundant.

We appreciate your contribution to the company and how dedicated you have been to your job. This decision is not a reflection of your performance or skills, but rather a difficult, but necessary, business obligation to ensure the sustainability and growth of our company.

Our human resource department will provide you with all the necessary information, including your qualified company benefits, and will assist you with the transition to your next role. We are grateful for the work you have done here, and we are certain you will be a fantastic addition to your next employer.

Best regards,

[Your Name]

Firing Email – Unsatisfactory Probation Period

Notice of Termination – Unsatisfactory Probation Period

Dear [Employee Name],

We regret to inform you that your employment with our company will be terminated due to an unsatisfactory probation period assessment. As per our company’s policy, you were on probation for the first [number of months] of your employment. Unfortunately, during this period, we have identified a number of areas in which you have struggled to meet the requirements of your role and the company’s expectation.

While we took measures such as additional mentoring, training, and feedback discussions, we observed insurmountable issues associated with your performance that affected both the company and the team’s work. As we could not come to a mutual satisfactory agreement and feel that those issues are threatening to compromise the overall quality of our business, termination was the only way forward.

We would like to thank you for the work, support, and energy you have brought to the company. We are sorry that we were unable to reach an agreement about the fit between your skills and the role.


[Your Name]

Firing Email – Voluntary Resignation

Acceptance of Resignation – [Employee Name]

Dear [Employee Name],

We regret to hear that you have decided to tender your resignation from the company, but we want you to know that we respect your decision. We acknowledge the time and effort that you have dedicated to the company, and we are glad that you have been a part of our success.

The decision to resign from a company can be a difficult one, and we understand that it is a personal one. Know that we will support you in this next phase of your career. As per our company policies, please submit your resignation in writing:

[Your Name, Title, and Date]

Thank you for your time with us, and we wish you the greatest success in your future employment.


[Your Name]

Tips for Writing a Firing Email

Firing someone is never easy, but sometimes it’s necessary for the well-being of your team and organization. When it comes to writing a firing email, it’s important to be clear, concise, and respectful. Here are some tips to help you craft a message that is professional and tactful:

  • Start with a clear and concise subject line
  • Make sure your subject line is direct and to the point. Something like “Termination of Employment” or “Notice of Termination” will work.

  • Be clear and concise
  • Get straight to the point. Start with a sentence that clearly states the reason for the termination. Avoid sugarcoating or beating around the bush. Be direct but tactful in your language.

  • Express empathy and gratitude
  • Make sure you express empathy towards the employee and acknowledge their contributions to the company. This will help soften the blow and show that you appreciate their efforts.

  • Provide next steps
  • Let the employee know what the next steps will be. This could include information about their final paycheck, severance, or any other benefits they may be entitled to. Be sure to explain the process in detail so they know what to expect.

  • Offer support
  • If possible, offer to provide support to the employee as they transition out of the company. This might include writing a recommendation letter or providing a list of job openings in their field.

  • End on a positive note
  • End the message on a positive note by thanking the employee for their work and wishing them all the best in their future endeavors.

Writing a firing email is never an easy task, but following these tips can help make the process smoother and more professional. Remember to be clear, concise, and empathetic, and to always treat the employee with respect.

FAQs on How to Write a Firing Email

What is a firing email?

A firing email is a communication sent to an employee informing them of the termination of their employment. It is a formal document that should be written with care and sensitivity.

Why is writing a firing email important?

Writing a firing email is an important step in the termination process. It sets a clear and formal record of the reason for the termination, the date of termination, and any final arrangements that need to be made.

What should you include in a firing email?

You should include the reason for the termination, the effective date of termination, information about severance pay, if applicable, and any final instructions the employee needs to follow.

What should you avoid in a firing email?

Avoid placing the blame on the employee, using negative language or personal attacks, providing too much detail about the reason for termination, and making unrealistic promises.

How should you start a firing email?

You should start a firing email with an introduction that acknowledges the employment relationship and the reason for the email. For example, “Dear [employee name], it is with regret that I must inform you that your employment with [company name] will be terminated effective [termination date].”

How should you end a firing email?

You should end a firing email on a positive note, acknowledging the employee’s contributions and wishing them well in their future endeavors. For example, “We appreciate your contributions to the company and wish you all the best in your future endeavors.”

Should you provide a reason for termination in a firing email?

Yes, you should provide a reason for termination in a firing email. It should be clear, concise, and professional. However, it is not necessary to provide too much detail or blame the employee for the termination.

What tone should you use in a firing email?

You should use a formal and respectful tone in a firing email. It is important to be professional and avoid using an accusatory or confrontational tone.

Should you seek legal advice before sending a firing email?

It is a good idea to seek legal advice before sending a firing email to ensure that you are following all legal regulations and requirements. A lawyer can also help you draft a firing email that is professional, respectful, and legally defensible.

Sending a Firing Email Like a Boss

Well, folks, that’s a wrap! You’ve now learned the art of crafting a firing email, from start to finish. Remember, when letting an employee go, the most important thing is to be absolutely clear, straightforward, and professional. Once you’ve hit send, that’s it – we hope this guide has helped you to do so with confidence. Thanks for reading, and we can’t wait to see you again soon!