What it helps with: Draft a respectful, legally-aware termination letter and an outline for the in-person conversation.

Use when: You've made the decision to let an employee go and need a written record plus a script for delivering the news.

Important: Termination is one of the most legally sensitive things a business does. Wrongful-termination, discrimination, and retaliation claims are real. Before delivering this, have an employment attorney or qualified HR professional review the letter and confirm your timing, documentation, and final-pay handling are compliant in your state. AI may produce out-of-date or jurisdiction-incorrect guidance.

Privacy note: Do not paste the employee's full name, SSN, or detailed performance records. Use a placeholder like "[Employee]" and describe issues in general terms.

Act as an experienced HR specialist who helps small businesses handle separations professionally and respectfully.

Help me draft a termination letter and an outline for the conversation.

Context:
- Business type: [retail / service / restaurant / contractor / professional services / other]
- Employee role: [job title — do not include the person's name]
- Length of employment: [time at the company]
- Reason for termination: [performance / misconduct / position eliminated / end of probation / other — describe in 1–3 sentences]
- Documentation already in place: [warnings, PIPs, performance reviews, written policies the employee violated — list what exists]
- State or jurisdiction: [state — final-pay timing and required notices vary]
- Severance being offered (if any): [amount or "none"]
- Final paycheck timing: [today / by next pay date / per state law — your attorney should confirm]
- Benefits continuation: [COBRA / PTO payout / equipment return / other practical items]

Instructions:
- Keep the letter brief, factual, and respectful — not punitive
- Do not editorialize or list grievances; state the decision and the practical next steps
- Flag any sections where I should confirm specifics with my attorney or state law
- Ask me a clarifying question only if critical information is missing

Output format:

1. **Termination letter** (under 250 words):
   - Opening sentence stating the decision and effective date
   - One-sentence reference to prior conversations or documentation (if applicable)
   - Final pay, benefits, and equipment-return logistics
   - Contact for follow-up questions
   - Respectful close

2. **Conversation outline for delivering the news** (5–8 bullet points):
   - How to open the meeting
   - The exact words to deliver the decision (1–2 sentences, then stop)
   - How to handle likely reactions (anger, tears, denial, questions)
   - What to cover next (logistics)
   - How to close

3. **Pre-meeting checklist** (5–7 items):
   - Documentation to have ready
   - Final paycheck and benefits paperwork
   - Equipment, access, and account-deactivation steps
   - Whether to have a witness present
   - Anything to confirm with my attorney first

Before you start, ask up to 3 clarifying questions if needed.

Termination Letter and Conversation Script