Research shows that bad layoffs rarely help the leaders accomplish their goals. In this article, we’ll present 10 polite ways to write a layoff email to employees – each of these layoff letter templates will help you ensure that when they do happen, the redundancy feel fair and the company and the affected workforce are set up for success.
Layoffs are never easy, but sometimes they are necessary to ensure a company’s sustainability. As HR leaders, it is our responsibility to make the process as smooth and respectful as possible. One way to do this is through a well-crafted layoff email. When you write a layoff email to employees, it’s important to be clear and concise about the purpose of the message. You want to inform the employee that they are being laid off due to reasons such as company restructuring or budget cuts. But, it’s equally important to show empathy and understanding towards the employee’s situation. This can be done by expressing gratitude for their contributions to the company and acknowledging their hard work and dedication.
You should also offer any support or resources that the company can provide to help the employee during the transition. This could include severance packages, job search assistance, or career counseling services.
The tone of the layoff letter should be respectful and professional. Remember that the employee is likely to be upset and confused, so it’s important to avoid any language that could be seen as confrontational or insensitive. It’s also crucial to provide any information about the employee’s benefits, final paycheck, and other logistics related to their departure. In short, writing a polite layoff email requires a delicate balance of honesty, empathy, and professionalism. By adhering to the tips we provide here, you can ensure that the process is respectful and as smooth as possible.
How To Craft a Polite Temporary/Permanent Layoff Email (Samples)
As an HR leader, it is your responsibility to ensure that the layoff event is executed efficiently and effectively, with timely communication to all impacted parties to ease the impact of the difficult business decision. This is where a well-crafted layoff notice letter comes in handy. It is crucial to remember that layoff email should be tailored to your organization’s culture and style. The layoff email samples provided can serve as a starting point, giving you a clear idea of the format and content that a layoff notice letter should include, which can then be customized to suit your specific requirements. Now…onto major points to keep in mind when writing a polite layoff email to employees.
Here is a summary of tips on how to write a polite layoff email:
- Begin with a clear and concise statement that the purpose of the email is to inform the employee of their layoff due to reasons such as company restructuring or budget cuts.
- Be honest and transparent about the decision-making process and provide any relevant information that led to the decision.
- Express gratitude for the employee’s contributions to the company and acknowledge their hard work and dedication.
- Offer any support or resources that the company can provide to help the employee during the transition, such as severance packages or career counseling services.
- Provide any information about the employee’s benefits, final paycheck, and other logistics related to their departure.
- Close with a positive message, wishing the employee well in their future endeavors and expressing hope that they will find success and happiness in their next chapter.
Remember to keep the tone of the email respectful and professional, and to be prepared to answer any questions or concerns the employee may have. We’ve put together a few layoff letter samples for the following scenarios:
1. Temporary layoff due to business slowdown.
2. Layoff due to restructuring.
3. Layoff due to economic downturn.
4. Layoff due to relocation.
5. Layoff due to lack of projects.
6. Layoff due to lack of funds/budget cuts.
7. Layoff due to job automation/chatGPT.
8. Layoff due to recession.
9. Layoff due to inflation.
10. Layoff due to permanent lack of work.
OPTION 1: Temporary Layoff Letter Due to Business Slowdown.
Crafting a compassionate and clear layoff email during business slowdown is critical. Here’s a sample layoff email due to business slowdown.
Example:
Dear Max,
It is with great regret that I must inform you of our decision to temporarily lay off employees due to business slowdown. The decision to reduce our workforce has been a difficult one, and we are doing everything we can to minimize the impact on our valued employees.
As a result of this decision, your employment with the company will be temporarily suspended starting from [insert date], with the expected return to work on [insert date]. If any changes are made to this date, you will receive written notice at least 14 days in advance.
Please note that you will receive certain layoff benefits during this temporary period, which are listed below:
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-
-
-
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- [Benefits]
- [Benefits]
- [Benefits]
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-
-
-
We appreciate your hard work and contributions to the company, and we understand that this is a difficult time for you. If you have any further questions about your rights or layoff benefits, please do not hesitate to contact [contact name and details].
Sincerely,
Grace
OPTION 2: LAYOFF DUE TO RESTRUCTING
A sample layoff email to communicate a restructuring layoff with empathy and clarity.
Example:
Dear Harry,
I would like to take this opportunity to update you on our recent merger with [company name] and the resulting changes in our business objectives. As we move forward, we need to adapt to the market with new products and processes to remain competitive.
Unfortunately, this means that restructuring within your department is necessary. As a result of this restructuring, we have decided to eliminate certain positions within the organization.
It is with deep regret that I must inform you that your position is among those being eliminated. Please know that this decision is not a reflection of your performance or contributions to the company.
We understand that this news may be difficult to hear, and we want to assure you that we will do everything we can to support you during this time of transition. You will be provided with [severance package or any other benefits being offered], and we will work with you to make this process as smooth as possible.
If you have any questions or concerns, please do not hesitate to reach out to [contact name]. Thank you for your dedication and hard work during your time with our organization.
Sincerely,
Grace
OPTION 3: LAYOFF DUE TO ECONOMIC DOWNTURN
A layoff email to minimize confusion and anxiety among your workforce while still conveying the difficult news of redundancies due to economic hardship.
Example:
Dear Sadie,
It is with great regret that I must inform you that your position as [position name] at [company name] will be permanently terminated effective from [date layoff goes into effect]. This decision has been made due to a recent economic downturn, which requires the company to reduce its workforce by [number] employees.
Please be advised that this layoff is not a reflection of your individual performance or contributions to the company.
To assist you during this transitional period, you will be provided with [amount of severance pay], along with any benefits you are entitled to until [time at which benefits end].
Furthermore, we kindly request that you return any company property in your possession by [return date]. Please refer to the attached list of company property that needs to be returned.
We appreciate your hard work and dedication to the company and wish you the best of luck in your future endeavors. If you have any further questions or concerns, please do not hesitate to reach out to [contact name].
Sincerely,
Grace
OPTION 4: LAYOFF DUE TO RELOCATION
Relocating a company can be a necessary move to pursue growth and expansion opportunities. However, this decision can also result in layoffs for some employees who are not able to relocate with the company. Communicating this news to affected employees is a difficult task that requires sensitivity and clarity.
Example:
Dear Robin,
I am writing to inform you of some changes that have recently occurred within our company. As you may be aware, we have experienced a downturn in client revenue, and have had to realign our business lines to adapt to the market with new products and processes
Unfortunately, this also means that we have to relocate our facilities to a new location. As a result of this relocation, we have made the difficult decision to eliminate certain positions within the organization, including yours.
Please know that this decision is not a reflection of your performance or contributions to the company. We appreciate all of the hard work you have done during your employment with us and we are saddened to see you go.
We understand that this news may come as a shock and we want to assure you that we will do everything we can to support you during this time of transition. You will be provided with [severance package or any other benefits being offered] and we will work with you to make this process as smooth as possible.
If you have any questions or concerns, please do not hesitate to reach out to [contact name]. Thank you for your dedication and service to our organization.
Sincerely,
Grace
OPTION 5: LAYOFF DUE TO LACK OF PROJECTS
Layoffs can be a difficult and sensitive topic to navigate, especially when they are due to a lack of projects. Writing a layoff email that is both professional and empathetic is essential to minimize the impact on those affected and maintain the reputation of your company.
Example:
Dear Kristina
It is with sincere regret that I must inform you that due to a significant lack of business and projects, we must temporarily lay off some of our employees, including yourself, from [Company Name]. Your position will be temporarily suspended starting on August 1, 2023, and we hope to bring you back on board as soon as our business picks up.
During this temporary layoff, you will be eligible for certain benefits. You will receive unemployment benefits from the state and you may also be eligible for the Federal Pandemic Unemployment Compensation. You will also retain your health insurance benefits, and we will provide you with information on your COBRA eligibility within the next two weeks.
We understand that this is a difficult time for you and we want to do what we can to assist you. If you have any questions about your layoff or benefits, please contact us immediately.
We appreciate the hard work and dedication that you have shown to our company, and we hope to bring you back on board as soon as possible. Please keep in touch with us during this time, and let us know if there is anything else we can do to help you.
Sincerely,
Grace
OPTION 6: LAYOFF DUE TO LACK OF FUNDS/BUDGET CUTS
A layoff letter to communicate the decision clearly and with sensitivity to ensure that the affected employees feel respected and supported
Example:
Dear Amanda,
I regret to inform you that due to the current economic situation, we are facing financial challenges and need to make adjustments in our operations. As a result, we have decided to implement budget cuts within your department, which will unfortunately result in the elimination of some positions.
It is with great regret that I inform you that your position is among those being eliminated from the organization. Please know that this decision was not a reflection of your performance, and we appreciate the contributions you have made during your time with us.
We will provide you with severance pay and other benefits in accordance with company policy. You will receive a severance package that outlines the details of your compensation, including any unused vacation or personal days. We will also provide you with information about your eligibility for COBRA benefits.
We understand that this news may come as a shock and that this is a difficult time for you. Please let us know if you have any questions or if there is anything we can do to support you during this transition.
Sincerely,
Grace
OPTION 7: LAYOFF DUE TO CHATGPT/ JOB AUTOMATION
As technology advances and automation becomes more prevalent, many organizations are forced to make difficult decisions about workforce reduction. Writing a layoff letter due to job automation requires sensitivity, transparency, and empathy.
Example:
Dear Jeneva,
It is with deep regret that I must inform you that your position with our company will be eliminated due to the implementation of job automation through our newly acquired ChatGPT technology.
As you are aware, our company has been working to improve efficiency and productivity in our operations, and we have decided to integrate this technology to automate certain tasks that were previously performed by human employees, including your position.
We understand that this news may be difficult to hear, and we want to assure you that this decision was not based on your performance or dedication to the company. We highly value your contributions and hard work over the years.
We will provide you with a severance package that includes [list the benefits included in the package], and you will be eligible for unemployment benefits from the state
We will also provide you with job search resources to assist you in finding new employment opportunities. In addition, we are happy to provide a letter of recommendation to support your future job search.
If you have any questions or concerns about your layoff or severance package, please do not hesitate to contact [contact name and details].
We appreciate your service to the company and wish you all the best in your future endeavors
Sincerely,
Grace
OPTION 8: LAYOFF DUE TO RECESSION
A layoff due to recession is the worst scenario you could possibly deal with wherein employees are at the receiving end of an economic downtown that affects their personal lives.
Example:
Dear Mark,
It is with a heavy heart that I must inform you of the difficult decision we have had to make due to the current economic downturn. As a result of the recession, we are experiencing a significant decrease in business and revenue, and must make the necessary changes to ensure the long-term success of the company.
Unfortunately, this means we must reduce our workforce, and your position with the company will be affected. Effective [date], your employment with the company will be terminated. This is a difficult decision, and we understand that this news will come as a shock to you.
We want to express our gratitude for your contributions to the company during your time here. Your hard work and dedication have been invaluable, and we are deeply appreciative of all that you have done
To help ease the transition, we are offering [severance package/benefits] to assist you during this difficult time. We will provide you with more information regarding your severance package and any other benefits that you are entitled to.
We understand that this is a challenging time, and we are committed to providing you with as much support as possible. If you have any questions or concerns, please do not hesitate to contact [contact name and details].
We wish you all the best for your future endeavors.
Sincerely,
Grace
OPTION 9: LAYOFF DUE TO INFLATION
Inflation can have a significant impact on businesses, causing them to make tough decisions about workforce reduction. Writing a layoff email due to inflation can be challenging, but it’s essential to communicate the decision with sensitivity and transparency.
Example:
Dear Alicia,
It is with great regret that we must inform you that your position at [company name] has been eliminated due to the impact of inflation on our business. This is a difficult decision, but necessary for the long-term sustainability of our company.
We appreciate your contributions and hard work during your time with us. You will receive [severance package/benefits] as outlined in your employment contract. We will also provide resources to support you during this transition period.
Please know that this decision was not based on your performance, but rather on the economic conditions beyond our control. We wish you all the best in your future endeavors.
Sincerely,
Grace
OPTION 10: LAYOFF DUE TO PERMANENT LACK OF WORK
Crafting a layoff email that communicates a permanent employment termination due to a lack of work can be a daunting undertaking for any company. It is vital to convey the decision with transparent, compassionate, and considerate language.
Example:
Dear Avril,
We are sorry to inform you that we have made the difficult decision to implement a permanent layoff due to a lack of work. This decision was not easy to make, and we understand the impact it will have on you and your colleagues.
Effective immediately, your employment with our company will be terminated. We will provide you with a severance package, which includes compensation, benefits, and other resources that can help you transition to new employment opportunities.
We want to express our gratitude for your contributions to our organization during your tenure with us. We understand that this news may be unsettling, and we are committed to supporting you during this challenging time. Please don’t hesitate to reach out to us if you have any questions or concerns.
We wish you the best of luck in your future endeavors and hope that you find new and fulfilling opportunities that match your skills and interests.
Sincerely,
Grace
Here’s a tip: Crafting a respectful and professional layoff email can be a tricky tightrope to walk. But fear not – you can follow our tips above to strike the perfect balance of honesty and empathy.