Let's be real: writing a layoff email is one of the toughest tasks you'll face.
Starting with a template helps you structure your message, ensuring you communicate with clarity and compassion during a difficult moment.
Don't bury the lede. Your subject line should be clear, like "Update on Your Role at [Company Name]." Start the email by delivering the news directly in the first paragraph. It’s the kindest way to handle a tough message—no one wants to read an essay to find out they've lost their job.
Provide a simple, honest reason for the layoff, like a company restructure or a shift in business focus. This context helps people understand it’s not about their performance. You don't need to write a novel; just a sentence or two is enough to show respect for the person receiving the news.
This is where you can really help. Clearly detail the practical stuff: their final day, severance information, benefits, and how to return company equipment. Giving them a clear roadmap reduces anxiety and empowers them to move forward.
Go beyond the legal requirements. Offer to write a letter of recommendation or connect them with resources that can help their job search. A sincere offer shows you care about them as a person, not just an employee. It’s a small gesture that leaves a lasting positive impression.
<template>
Subject: Important Update Regarding Organizational Changes at [Company Name]
Team,
I’m writing to share some difficult news. Today, we are restructuring our organization to align with our future business goals. As a result, we are reducing the size of our team and saying goodbye to a number of talented colleagues.
This decision is based on [e.g., a shift in our strategic focus, changing market conditions, the need to operate more efficiently] and is not a reflection on the performance of those impacted. All affected employees have been notified directly.
We are committed to supporting our departing colleagues through this transition. We are providing them with severance packages, benefits assistance, and resources to help them in their job search. We are deeply grateful for their contributions to [Company Name].
For those of you remaining, we understand this news is unsettling. We will be holding a company-wide meeting on [Date] at [Time] to discuss these changes in more detail, answer your questions, and share our path forward. While difficult, we believe this restructuring is a necessary step to ensure the long-term health of our business.
Thank you for your understanding and commitment as we navigate this change together.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Important Information About Your Role at [Company Name]
Dear [Employee Name],
This email is to inform you that your position at [Company Name] is being eliminated, effective [Last Day of Employment].
This was a difficult business decision and is not a reflection of your performance. It is the result of [e.g., a recent restructuring, a shift in our business strategy] that has impacted several roles across the company. We are grateful for the hard work and dedication you’ve shown during your time with us.
We are committed to supporting you through this transition. You will receive a severance package that includes [e.g., number of weeks of pay, health insurance information]. An HR representative will send you a separate email shortly with your offboarding documents, which will detail all the specifics regarding your final pay, benefits, and the return of company equipment.
We wish you the very best in your career and are here to help in your search for a new role. Please let me know if you would like a letter of recommendation.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: An Update on the [Department Name] Department
Dear [Employee Name],
This message is to inform you that we are restructuring the [Department Name] department, and as a result, your position is being eliminated. Your last day of employment will be [Last Day of Employment].
This decision is a result of [e.g., a strategic pivot to focus on new product lines, the integration of new technologies that have changed our workflow] and is not a reflection of your individual contributions. We value the work you’ve done for the team.
We want to make this transition as smooth as possible. You will receive a severance package, and an HR representative will contact you separately with detailed information about your final pay, benefits, and the process for returning company property. This will outline everything you need to know.
Thank you for your dedication to the [Department Name] department. We wish you the best in your future endeavors and are happy to provide a letter of recommendation to support your job search.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Temporary Change to Your Employment Status at [Company Name]
Dear [Employee Name],
I’m writing to inform you that we are implementing a temporary layoff, effective [Start Date]. This means your employment will be paused. This decision is due to [e.g., a temporary slowdown in project work, seasonal business changes] and is not a reflection of your performance.
We expect this layoff to last until approximately [Expected End Date]. While this date is our current projection, we will keep you informed and contact you as soon as we have a confirmed return-to-work date. An HR representative will send a separate email with details on how this temporary layoff affects your pay and benefits.
We value your contributions and look forward to welcoming you back. Thank you for your understanding as we navigate this period.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Information Regarding a Voluntary Separation Program
Dear [Employee Name],
As part of our ongoing efforts to align our team structure with our strategic goals, we are introducing a voluntary separation program. This program provides an opportunity for employees who are interested in pursuing new paths to leave the company with a supportive transition package.
This is a completely voluntary option. The package for eligible employees who choose to participate includes [e.g., a specific severance payment, details on benefits continuation, and outplacement services].
If you are interested in learning more about this program, please express your non-binding interest to [HR Department/Contact Person] by [Date]. Following this deadline, we will review all submissions and communicate the next steps. A full information packet detailing the terms of the offer is available upon request.
We appreciate your consideration and are here to answer any questions you may have as you weigh this decision.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
</template>
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Handling sensitive communications like layoffs requires care, and these templates provide a clear starting point.
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