An employee's manager or direct supervisor should call and conduct the termination meeting. Hold the meeting in a private location other than the employee's normal work area to limit any embarrassment the employee may experience.
The information that should be covered in the meeting is:
Notify the employee how and why they are no longer working at the company. Tell the truth, including such facts as the employee's poor performance, regardless of how uncomfortable it is. However, never make remarks about an employee's personal character.
Inform the employee that the decision is final and when the termination will be effective. For example, a termination for poor performance is usually immediate, while a layoff due to reduction in workforce may be some time in the future.
Let the employee know what benefits - unemployment, health insurance, and severance pay - are available. State laws typically govern how and when final pay and vacation pay is handled.
Give the employee a written termination notice. Send a written termination notice by certified mail to an employee that is being terminated because they failed to come to work as required.
If you are concerned that an employee may become violent or take legal action, you might consider preparing a statement explaining the termination and read it verbatim to the employee.
Consider offering assistance to the employee in finding another job. You might offer company assistance in preparing and mailing resumes, making copies or job search coaching tips.
Following the termination meeting, document it with a written, detailed description of the meeting. Include in the notes what the employee was told and what the employee said.
Employees With Confidential Information
In some cases, employees have access to vital confidential material, such as computer files, that you will want to immediately deny access to when they resign or are terminated. Sometimes these employees are leaving your company to work for a competitor or another company where their knowledge of your company may put you in a competitive disadvantage. In these cases, you should consider having an appropriate company employee remain with the terminated employee at all times until they leave the company premises to ensure no company material is destroyed or removed.
Things to Consider
Preparing for a Termination
Outline of the Termination Process
Informing Other Employees