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First-Time Manager’s Guide to Letting Someone Go. 

Letting someone go is one of the toughest parts of being a new manager. Nobody likes doing it, but sometimes it’s part of the job. With the right preparation, you can handle it in a way that’s fair, respectful, and keeps things professional. This guide gives you a simple plan to follow, tips for handling tricky moments, and ways to stay confident, all while staying true to your company’s values and growing as a leader. 

Why Letting Someone Go Is Hard but Sometimes Needed. 

Firing someone usually happens because of performance problems, company changes, or other tough situations. Your job is to deliver the news clearly and kindly, following your company’s rules. If you don’t handle it well, it can mess with team trust or even cause legal issues. But if you do it thoughtfully, you show you’re a strong leader who can make hard calls while treating people with respect. Getting ready and staying calm are key to pulling this off.

Getting Ready to Feel Confident

The idea of firing someone can make your stomach churn, especially if it’s your first time. But you can build confidence with a little prep. Practice what you’ll say a few times—maybe in front of a mirror or with a trusted coworker or HR. Picture how the conversation might go, including how the employee might react, so you’re not caught off guard. Jot down the main points, like why this is happening and when it takes effect, to stay on track. Look over any performance records or notes from past talks to feel solid about the facts. If you can, ask HR to walk you through a practice run. The more you prep, the more you’ll feel ready to handle it with calm and clarity.

Step-by-Step Plan for the Conversation

Here’s a straightforward script to guide you through the conversation, keeping things clear, kind, and professional.

1. Starting the Conversation

Kick things off by briefly mentioning past feedback or steps, like a Performance Improvement Plan (PIP), to set the stage without going overboard on details.

Sample Script: “Over the past [time, e.g., three months], we’ve talked about what we expected and where things needed to improve. You were put on a Performance Improvement Plan with clear goals and support, but we haven’t seen the progress we needed.”

Tips:

• Keep it short and stick to the facts.

• Mention specific steps (like a PIP or earlier talks) to give context.

• Don’t get emotional or dive deep into old issues.

2. Sharing the Decision

Be clear and direct about the decision to let them go. Don’t use vague words or apologize too much, as it can confuse things.

Sample Script: “We’ve decided to end your employment with [Company Name], effective [date]. This wasn’t an easy call, but it’s what we’ve decided after careful thought.”

Tips:

• Use simple, neutral words to avoid blaming (e.g., skip phrases like “you messed up”).

• Clearly state the date it takes effect.

• Keep it brief to stay professional.

3. Handing Off to HR

Let HR take over for the details like final pay or returning company stuff. This keeps you focused on delivering the news.

Sample Script: “HR will go over what happens next, like your final paycheck, benefits, returning equipment, and any other support.”

Tips:

• Check with HR ahead of time to know their role.

• Ask HR if you should stay on the call or step out after your part.

• Don’t get into logistics—let HR handle those.

4. Giving Them a Chance to Speak

Let the employee ask questions or share thoughts to show respect, but keep it clear the decision is final.

Sample Script: “Before we finish, is there anything you want to ask or say? I’m here to listen, though the decision is final.”

Tips:

• Listen carefully, but don’t argue or rethink the decision.

• Send logistical questions to HR.

• Stay calm, even if they get upset.

5. Wrapping Up

End on a respectful note, keeping it professional as you hand things off to HR.

Sample Script: “Thank you for your work at [Company Name]. HR will follow up with next steps. We wish you the best moving forward.”

Tips:

• Keep it short and professional.

• Don’t make personal promises (like “I’ll help you find a job”).

• Smoothly pass it to HR.

Handling Tricky Moments

Letting someone go can be unpredictable. Here’s how to handle common situations:

• Emotional Reactions (Anger, Tears, or Silence): Stay calm and kind. Say something like, “I know this is tough, and I’m here to listen.” If it gets intense, guide them to HR for support.

• Unexpected Questions: They might ask, “Why me?” or “Can I fight this?” Stay neutral: “We made this call after a lot of thought, and HR can explain more.” Don’t argue.

• Your Own Nerves: It’s normal to feel uneasy. Practicing your script helps, and remind yourself the decision is based on solid reasons.

• Pushback: If they challenge you, calmly say, “I hear you, but the decision is made. Let’s talk about any questions.” Send them to HR for details.

Practice with HR or a mentor to get ready for these moments.

Aligning with Your Company’s Way

Every company has its own vibe—some are open about changes, others keep things private. Talk to HR to understand how your company handles terminations and what values to lean into. For example, if your company cares about kindness, focus on listening well. If it’s all about professionalism, keep your words clear and to the point. Matching the company’s style helps you stay on track and keeps the team’s trust.

Supporting Your Team Afterward

After the conversation, talk to your team to keep them focused and calm without spilling private details. Have a quick meeting to acknowledge the change and get back to work.

Sample Team Communication:

“You might’ve noticed [Employee Name] is no longer with us. We’re here to support you and keep our projects on track. Let me know if you have questions about your work.”

Tips:

• Keep it short and neutral.

• Address workload changes (like reassigning tasks) upfront.

• Check in one-on-one to keep morale up.

Pre-Conversation Checklist

Get ready with this checklist:

• Go over the employee’s performance records with HR.

• Practice your script a few times.

• Confirm HR’s role and logistics with them.

• Pick a private spot (in-person or virtual).

• Know the termination date and any access changes.

• Plan for how you’ll handle reactions.

Key Reminders for Managers

To keep things respectful and professional:

• Stay Calm: Practice to push through nerves or guilt.

• Stick to the Decision: It’s final—don’t debate.

• Keep It Simple: Use facts, not opinions.

• Don’t Share: Keep it private from the team.

• Let HR Handle Details: They cover pay, equipment, and agreements.

Legal and HR Stuff

Keep things above board by:

• Sticking to Facts: Use documented reasons (like a PIP) and avoid emotional talk.

• Having Documentation Ready: Make sure HR has all records in order.

• HR’s Job: They handle final pay, equipment, agreements, and access removal.

• Checking with HR First: Know your role and the process.

Growing as a Leader

Letting someone go is tough, but it teaches you a lot. You’ll learn to balance kindness with tough calls, improve how you communicate, and get better at handling hard moments. After, talk to HR to see what went well and what you can improve. Each time you do this, you’ll grow into a stronger, more confident leader.

Final Thoughts

Letting someone go is never fun, but it’s part of being a manager. By preparing well, speaking clearly and kindly, and following your company’s values, you can handle it like a pro. Support your team afterward and take what you learn to grow as a leader. With practice, you’ll manage this tough task with confidence and respect for everyone involved.