Plan the decision, run a respectful meeting, pay people correctly and on time, and close everything out cleanly.
This is not a negotiation or a debate. Deliver the decision early, explain the next steps, and let them go with dignity.
Get to it quickly: "I have difficult news. We've made the decision to end your employment, effective today."
One or two honest sentences, consistent with the documentation. Don't relitigate the history.
Final pay, benefits, equipment return, belongings, and who to contact with questions. Hand over the separation letter.
Let them react. Acknowledge feelings without debating. Thank them for their contributions where it's genuine.
Early in the week and early in the day, so they can reach support and get answers. Never in front of others, and never by text or email.
Everything said in the room can be repeated later. Keep it honest, brief, and consistent with the record.
"This is really hard for me too..." followed by five minutes of small talk.
"I have difficult news, and I want to be direct with you."
"We're restructuring" when the real reason is performance.
A brief, truthful reason that matches the documentation. Inconsistent reasons are a red flag in disputes.
Arguing over each past issue when the employee pushes back.
"I understand you disagree. The decision is final. Let's talk about next steps."
"You'll be fine, you're young and you'll find something."
"Thank you for the work you've done here. HR can answer any questions about next steps."
Rule of thumb: never mention age, health, family, leave, complaints, or any personal characteristic in a termination conversation, even kindly. Those comments are the ones that show up in claims.
Plus the editable Word template.