The Complete Guide to Hiring and Firing Government Employees


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Importance of Employment Contract

Essential items include:.

How To Write A Termination Letter: A Manager’s Complete Guide

This creates a complete record for future use. Dates are important to establish a timeline. They provide specific evidence about why you are terminating the employee and act as proof should legal proceedings be necessary. At the very least, include the date the letter was given to the employee and the date the termination becomes effective if they differ.

Reasons for termination can range from company downsizing to poor performance and everything in between. It could be something as expensive as a tablet, a laptop, or even a company car.

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It could , on the other hand, be something as simple as a key to the front door. Some employees may be entitled to a severance package, unused benefits, or other compensation. Be sure to include the steps the employee should take to receive these benefits. Make the instructions are very clear so the employee has no problem initiating the process. Too much information, in this case, is better than not enough. If everything will be done for them, write down when they can expect to see the benefits arrive.


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If you do include a specific date, be sure to complete the transaction on or before that time. Being late with delivery can cause further problems.


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You should not try to make the employee sign these papers during the termination process. They may perceive it as some form of penalty. Instead, use the termination letter to remind the employee about these binding contracts. Provide copies of all applicable documents, but write a summary of the salient points so the employee can quickly see what they can and cannot do.

If possible, it makes things easier if you give your employee their last paycheck when the termination letter is signed.

If this is not feasible , include specifics in the letter regarding:. When you include these details in the termination letter, there will be no issues regarding unpaid compensation that could lead to bad feelings and legal proceedings down the road. Exclude the following items from your termination letter.

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Keep in mind that this is not an exhaustive list. Always consult a qualified attorney to be sure. Employees may see this as a sign of weakness. What are protected characteristics? Anything that could be discriminated against. Information such as health, sex, disability, age, and pregnancy are considered protected characteristics. This goes back to the correct language we talked about at the beginning of this article. Keep everything professional and factual. Specifically , avoid phrases such as:. For one thing, these phrases dilute the gravity of the situation the employee just lost their livelihood.

For another thing, they can be viewed as being discriminatory based on protected characteristics.

The Complete Guide To Hiring And Firing Government Employees

To support your decision for terminating an employee, it can be tempting to list every misstep or mistake made. The problem with that is, should the issue go to court, the employee may be able to provide evidence of their own that exonerates them from one or two of these minor claims. This can be used to question the credibility of ALL of the reasons for the termination including the main issue.

Avoid this possibility by sticking to only relevant disciplinary action, performance issues, or events that contributed to the decision to terminate. You can use this template as a starting point from which to craft your own unique letter. The following termination letter template can be used as -is or can be tailored to fit the specific needs of your business. Please read the legal disclaimer at the end of this article. This letter serves as written copy confirming our discussion on August 24, that your employment with XYZ Company.

Because your employment with XYZ Company. This pay will be remitted to you after you have signed and returned the release of claims document enclosed. Payment for your accrued paid time off will be included in your final paycheck which will be sent via United States Postal Service to the address at the top of this letter on our regular payday Friday.

The Termination Meeting

As an alternative, you may pick up your final paycheck at the reception desk on that Friday. Please let us know which you prefer. You will also receive a letter outlining the status of your benefits upon termination, including information about your eligibility for Consolidated Omnibus Budget Reconciliation Act COBRA continuation of your health coverage. It is your responsibility to provide the company with accurate and up-to-date contact information so that we can provide future information e.

Please let us know if there is any way we can assist you during your transition. It depends on the state where your company does business.

There is no federal law mandating that you provide a termination letter to your employees. If the worker agrees to come back, you'll naturally keep a watchful eye on him or her. Hopefully things will improve; if not, be sure to document any problems before you repeat your hasty conduct. If you don't want to take the worker back, perhaps because his or her conduct was so appalling that it would justify firing in itself, or because you feel your ability to work together has been destroyed, you should first gather and save any available evidence that supports your version of what happened.

Then, after reviewing the evidence, you have a choice. You can sit tight and hope the whole thing blows over, or you can try to work out a deal with your ex-employee: you can agree to provide some severance benefits to the worker, in exchange for a signed release form that waives his or her right to sue you. When economic reasons demand that you eliminate an employee's job, either temporarily or permanently, you automatically have a sound business reason for the discharge.

Few courts will question your judgment in this regard. But if you decide to lay off some but not all of your workers, you must be sure that your selection process does not discriminate on the basis of age, sex, or race, or violate some other public policy. Who will stay and who will go?

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Long service leave: employment termination

In most small businesses, if it becomes necessary to lay off anyone, the decision will be based on the desire to keep the business going. Obviously, those whose jobs are most essential to the business will be kept, and those whose jobs are least essential or whose tasks can be taken over by a remaining worker or the owner will be let go. In some cases, workers who are family members or close friends of the owner will be kept, while "outsiders" will be let go. Neither of these two strategies is likely to cause you any legal problems provided that your business is small enough to escape coverage by the major civil rights laws.

Seniority or merit? Laying people off in order of seniority that is, keeping the people with the greatest length of service is most likely to be seen as fair by your employees. It's also the easiest to defend in court.

Management - How to Discipline and Fire Employees

Generally, if you use this method, you won't have to provide any other evidence as to why certain workers were chosen for layoff. Given the choice, however, most employers would prefer to keep their best workers and lay off those who are less productive, regardless of seniority. If you have done regular performance reviews you can eliminate the positions of those employees whose performance has been documented as less-than-satisfactory.

If there is no documentation, you cannot eliminate that person's position for purely merit reasons without facing possible liability.

The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees
The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees
The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees
The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees
The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees
The Complete Guide to Hiring and Firing Government Employees The Complete Guide to Hiring and Firing Government Employees

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