Navigating layoffs is tough, but communicating well doesn't have to be. We've designed five distinct email templates to help you handle this sensitive task with confidence and care, no matter the circumstance.
Using a template provides a clear, structured starting point, helping you deliver a difficult message effectively and ensuring every detail is handled with professionalism and empathy.
<template>
Subject: An Important Update Regarding Our Team
Dear Team,
I’m writing to share some difficult news. After careful consideration of our company’s future, we have made the challenging decision to restructure and reduce the size of our team. This means we are saying goodbye to a number of our talented colleagues, effective today.
This was not an easy choice. It is a result of [*briefly and clearly explain the reason, e.g., a strategic shift in our business priorities, changing market conditions, or the need to operate more efficiently*]. While this is a necessary step to ensure the long-term health of our business, it does not lessen the significant contributions of those who are leaving.
We are deeply grateful for the hard work and dedication of our departing team members. We are committed to supporting them through this transition and will be providing a severance package that includes [*e.g., severance pay, extended health benefits, and outplacement services*]. All affected employees have been notified individually with the details of this support.
To the remaining team, we know this news is difficult to process. We are confident in our path forward and will share more about our updated strategy and structure during an all-hands meeting on [*Date*] at [*Time*]. Your managers will also be scheduling team meetings to discuss what this means for your roles and to answer your questions.
Thank you for your understanding and continued commitment.
Sincerely,
[*Your Name*]
[*Your Position*]
</template>
<template>
Subject: Important Information Regarding Your Employment
Dear [*Employee Name*],
This email is to inform you that your position with [*Company Name*] is being eliminated. This decision is not a reflection of your performance, but is part of a broader company restructuring. Your last day of employment will be [*Date*].
We want to support you through this transition. You will receive a severance package which includes [*Severance Package Details, e.g., X weeks of pay*]. Information regarding your health benefits, COBRA, and other resources will be sent in a separate package from HR. You can expect to receive your final paycheck on [*Date of Final Paycheck*].
Please coordinate with your manager for the return of all company property, including your laptop and badge, by your last day. Your manager will also work with you to transition your responsibilities.
For any questions about the transition of your duties, please speak with [*Manager's Name*]. For questions regarding your severance, benefits, or final pay, please contact [*HR Contact Person*] at [*HR Contact Email/Phone*].
We are grateful for your contributions during your time with us and wish you the best in your future endeavors.
Sincerely,
[*Your Name*]
[*Your Position*]
</template>
<template>
Subject: An Important Update for the [*Department Name*] Department
Dear [*Department Name*] Team,
I am writing to inform you of a difficult decision that specifically impacts our department. After a thorough review of our team’s structure and goals, we have eliminated several positions within the [*Department Name*] department, effective today.
This decision is a direct result of [*explain the department-specific reason, e.g., a strategic pivot in our focus, the adoption of new processes, or an effort to streamline our operations*]. It is not a reflection of the performance of the individuals affected but a necessary step to align our department with the company’s future direction.
We are focused on supporting our departing colleagues through this transition, and all affected employees have been notified individually. We are deeply grateful for their contributions to our team.
For those of you remaining, we are confident this new structure will enable us to move forward with greater focus. We will be holding a department-wide meeting on [*Date*] at [*Time*] to discuss our updated priorities, what this means for our team, and to answer your questions. Your manager will also connect with you directly to discuss your role in our path forward.
Thank you for your understanding and continued dedication.
Sincerely,
[*Your Name*]
[*Your Position*]
</template>
<template>
Subject: Temporary Layoff Notification
Dear [*Employee Name*],
This email is to inform you that we are implementing a temporary layoff, effective [*Start Date*]. This is a temporary measure, and we fully expect to have you return to your role. Your position is not being eliminated.
This decision is due to [*briefly explain the reason, e.g., a seasonal slowdown, a temporary project delay, or current market conditions*]. We anticipate this layoff will last until approximately [*Expected End Date*]. We will stay in touch and provide an update on your return-to-work status by [*Date for Follow-up*].
During this period, [*explain the status of pay and benefits, e.g., your health benefits will remain active, but you will not receive regular pay*]. For specific details regarding your benefits or to ask about eligibility for unemployment assistance, please contact [*HR Contact Person*] at [*HR Contact Email/Phone*].
We value your work and look forward to welcoming you back to the team soon.
Sincerely,
[*Your Name*]
[*Your Position*]
</template>
<template>
Subject: Information Regarding Our Voluntary Separation Program
Dear Team,
As part of our ongoing efforts to align our company with our strategic goals, we are introducing a voluntary separation program. This program provides an opportunity for employees who may be considering a career change or personal transition to leave the company with a supportive financial package.
This is a completely voluntary option. The package includes [*severance pay details*], [*information on health benefits continuation*], and [*any other benefits, such as outplacement services*]. A detailed document outlining the full terms of the package is attached for your review.
If you are interested in being considered for this program, please express your interest by submitting an application to [*HR Contact Person or Department*] by [*Date*]. Please note that expressing interest is not a final commitment. The company will review all applications based on business needs and will notify employees whose applications have been accepted by [*Decision Date*].
We are holding informational sessions on [*Date(s) and Time(s)*] to answer any questions you may have. For further details, please contact [*HR Contact Person*] at [*HR Contact Email/Phone*].
Thank you for your consideration.
Sincerely,
[*Your Name*]
[*Your Position*]
</template>
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Communicating during a layoff requires care and clarity, and our templates offer a reliable framework for these sensitive messages. A well-crafted email ensures your message is delivered with professionalism.
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