MightyRecruiterThanks to social media, resume databases, and countless sourcing platforms, it’s fairly easy today to identify professionals you’d love to have as part of your team. But how do you get said professionals to jump ship, or to even take interest in your company? This is where being able to write a job proposal letter that’s captivating comes in.
The benefit for the employee is that any gray areas are clarified and they know exactly what to expect from their final few days or weeks. A formal statement also helps to give the person closure. To make sure you cover all the important points – for example, how will final payment work? What happens to company-sponsored medical coverage? – write down a list before you start typing the email. Next, take the time to carefully craft a message that’s comprehensive, yet concise and straightforward.
Because layoffs generally occur as a result of a problem within the company, your organization should do what it can to ease the stress of losing a job. Attach documents with helpful information and forms that need filling out to make the transition smoother. Even consider linking to a reputable outplacement firm or other service provider that can assist with finding a new job.
The sample below illustrates one way to approach a notice letter email.
Example of a Notice Letter Email
Subject: Notice of Termination of Employment at Vita Applied Science
Dear Aria Smith,
It is with sadness that we at Vita Applied Science write this email to inform you that your position as Junior Research Assistant will be eliminated as of June 23, 2018. As a private research institute, we rely heavily on funding to sustain our projects. Due to the fact that one of our key sponsors recently withdrew financial assistance, we have been pushed to put certain studies on hold and reduce the size of our workforce. We unfortunately cannot retain employees who, like you, have been with us for less than two years.
As per company policy, we are able to offer you a small severance package – please see details attached along with a release form for you to sign. Your final salary will be paid as normal by wire transfer on your last working day, and you will receive pay for accumulated leave days on this date too. We have also attached a list of company benefits that will terminate with the end employment, along with details on how to handle the continuation of each.
We’d be happy to write a positive letter of reference for you to help you find new work, and will attest to your diligence and strong research skills. Feel free to respond to this email with any queries you have or to arrange a one-on-one meeting with Human Resources.
We greatly appreciate the work you’ve done.
Sincerely,
Rebecca Herr
Human Resources Manager
Vita Applied Science
{Alternatively insert email signature here}
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While you may be tempted to take a softer stance to minimize disappointment, it’s important that from the very first element of the notice letter email – the subject line – you communicate the message clearly in simple terms. Don’t be insensitive or robotic, but do say it like it is to avoid any uncertainty.
Similarly, don’t skirt around the issue of why the person is being let go – after all, you shouldn’t have anything to hide. Follow this example’s lead and explain your reasoning as succinctly as possible. Make it clear that the reason is not personal, but rather based on what’s best for the business.
You’ll see that this example mentions various attachments, so don’t forget to prepare such material before sending the email. What’s more, choose an appropriate format for these documents – PDF is generally best.
As you’ve chosen an online platform to send the letter, just remember to save a hard copy version with the employee’s signature as proof of receipt. And to be safe, before clicking send, request a review from a legal representative and double-check all the details (including the email address) yourself.