Ouch.
Whether it’s one employee, a handful, or an entire team—terminations hurt. They’re one of the hardest parts of leadership. Necessary sometimes? Yes. Easy? Never.
That’s where both the facts and the art of termination come in. You can’t control how someone will feel when you deliver the news, but you can control how prepared you are, how you communicate, and how you treat them in the process.
Here’s a guide to help you navigate this tough responsibility with compassion, clarity, and compliance.
The Facts: Termination Basics Every Employer Should Know
Keep it short.
A termination meeting should take no more than 10 minutes. This isn’t the time for long explanations—be clear, concise, and respectful.
Use a written letter.
Once you say “your employment is ending,” most employees will stop hearing what comes next. Let’s be real – before you say those words, the anticipation of what the meeting is for has some version of that message going through their mind. That’s why it’s best practice to prepare a dismissal letter to hand them. This ensures they leave with something concrete to review later.
What to include in the letter:
- Final date of employment (and the reason)
- Accrued leave payout details (sick time, PTO, vacation)
- Benefits references (COBRA, retirement plan info, portability paperwork, etc.)
- Instructions for collecting personal belongings
- Guidance on referencing projects or professional work completed at your company
- Clarification on how they may list the company as a reference
- Any outsourcing support provided (e.g., career transition services)
- Final paycheck details (timing, form, account closures)
Providing this packet upfront shows respect and helps reduce confusion later.
The Legal Side: Washington Updates You Need to Know
Terminations aren’t just emotional—they’re also regulated. Washington State made changes in 2025 which employers should keep on their radar.
Access to Personnel Records Bill (SHB1308).
Former employees now have the right to request, in writing, whether they were terminated and, if so, why. That’s why your dismissal letter should include a clear, factual reason. Skip vague statements like “not a good fit.” Instead, reference policy violations or unmet expectations. Check with your legal council for guidance, too.
The WARN Act (Federal and Washington versions).
Both require 60 days’ notice for mass layoffs, but Washington’s rules go further:
- Applies to organizations with 50 or more full-time employees (smaller than the federal threshold)
- Includes reductions in hours, not just layoffs
- Requires notice to employees plus ESD, local elected officials, union reps, and workforce boards
If your staffing change might trigger WARN, review the regulations carefully—or consult a legal professional before moving forward.
The Art: How to Handle Terminations with Compassion
At the end of the day, employees will remember how you made them feel.
Be human.
Look them in the eye. Use compassionate, concise language—not robotic or abrupt phrases. Acknowledge that this is difficult news and avoid jargon that feels cold.
Show dignity without inviting debate.
You can express empathy without turning the meeting into a back-and-forth. For example:
- “I know this is difficult news, and I want to make sure you leave here with all the information you need.”
- “We appreciate the contributions you’ve made here and wish you success moving forward.”
Don’t Forget the Team Left Behind
When someone leaves, the rest of the team is watching. Their trust in leadership can rise—or fall—based on how transparent you are.
Keep it short and respectful:
- Preferred: Share in person or virtually.
- Last resort: Send an email with a brief statement.
Example: “[Employee’s name] is no longer with our organization. We wish them well in their future endeavors.”
Simple, professional, and clear.
A Final Note for Leaders
Delivering termination news is never easy. Even one employee is tough, and when it’s a group, it can feel overwhelming. While much of your energy goes to the people leaving, don’t forget those staying—or yourself.
Find a moment for self-care. Leading through change is draining, and your resilience sets the tone for the entire organization.
Handled with clarity, dignity, and compassion, a termination doesn’t have to be the end of goodwill. It can be a moment that reflects your organization’s values, even in the hardest times.
If you’d like expert support with employee transitions, compliance, or difficult conversations, West Sound Workforce is here to help. Learn more about our staffing, HR and training services