A second interview email invitation is a message sent to candidates for two purposes: to encourage them to come in for another interview and to explain the next steps. Though it sounds simple, conveying the right tone can be more challenging than it may initially appear. After all, you need to balance communicating some very straightforward details with an approach that makes the candidate feel warmly welcomed.
For example, a notice letter should inform an employee about when they can expect final payment, what their last work date is, and how to continue benefits like medical coverage post-termination. It should also briefly outline the reason for the layoff so that the worker can understand the thinking behind the decision. Just be careful not to divulge too much information here so you don’t say anything that could lead to a lawsuit.
It’s advisable that you arrange a meeting before sending the letter to notify the employee in person. Also think about other ways you can make this stressful time a little easier for the staff member – can you write a letter of reference for them? Prepare documents that they can fill out for insurance purposes?
The notice letter sample below can be used to create your own termination notice.
End Employment with this Notice Letter Sample
February 28, 2017
70 Court Road
Port Richey, FL 34668
Dear Julia Simpkins,
As you know from the several discussions we’ve had, the merger between Totem and J&P has resulted in a change in business objectives and a double-up of multiple roles. We have carefully considered all positions within the company and have come to the conclusion that we need to eliminate certain roles in order to enhance the efficiency of the business.
This letter serves to inform you that your role as Administrative Assistant is regrettably one of those that has been terminated. Your final day of employment with the company will be March 15, 2017. You will also be paid your final salary by wire transfer on this date, and the amount will include payment for your 8 unused vacation days.
All company benefits will no longer exist after March 15, 2017, but you have the option to convert life and disability insurance to individual policies – we will discuss how to go about this in a meeting next week. We will also give you information on how to continue medical coverage through COBRA.
We will gladly issue you a reference letter and connect you with outplacement services to help you find another job promptly. You can email Samantha Rue at firstname.lastname@example.org if you have any questions or require any other help.
We also ask that you kindly return your company laptop on your termination date, and sign below to indicate that you’ve received and read this letter.
Thank you for your service and loyalty to Totem over the years.
Totem and J&P
Want to use this letter?
The first paragraph of this notice letter sample addresses the reason behind the need to lay off this employee. Note that while the basic information is included, the letter doesn’t go into too much detail about everything that led up to the decision. Rather, the explanation is concise and straightforward.
This approach should be applied to the whole letter – the tone should be quite formal, professional, and matter-of-fact as the topic is serious. However, be careful of sounding too cold and unfeeling. It’s a good idea to do what this notice letter sample does and indicate that the company is sad to have to take this action and appreciates the work the employee has done (if the situation warrants it). Also consider showing empathy by offering to assist where you can (like with a reference letter) as the above example does.
Finally, remember to ask the employee to sign a copy of the letter as is done above. This way you can prove that you did furnish them with the details of termination if a lawsuit arises. While you can take such actions to try cover yourself legally, it’s always advisable to also get a legal representative to evaluate the letter to make sure you’ve included everything you need to and the layoff is not unlawful.