How to Write a Professional Layoff Notice Letter: Example and Writing Tips

What is a Layoff Notice?

A layoff notice is a letter or document that informs an employee that they’re being laid off from their job, either temporarily or permanently. The notice typically includes information about the reason for the layoff, the effective date of the layoff, and any severance or benefits that the employee may be eligible for. It’s usually given to the employee by their employer. It’s also known as a notice of termination or notice of redundancy.

How to Craft a Strong Layoff Letter?

Here are some tips for writing a professional layoff notice letter:

• Use a formal business letter format: Start with your company's letterhead and address, followed by the date and the recipient's name and address.
• Clearly state the purpose of the letter and the reason for the layoff: Use a clear and direct opening sentence to let the employee know that the letter is a notice of layoff. Example: "This letter is to inform you that, due to the recent economic downturn, your position with ABC Corporation will be temporarily / permanently laid off effective [date]."
• Explain any severance or benefits that the employee may be eligible for: "We will provide you with [number] weeks of severance pay and [list any other benefits, such as outplacement services or continuation of health insurance]."
• Express appreciation for the employee's service: Show appreciation for the employee's contributions to the company and express regret for the layoff. Example: "We would like to express our sincere appreciation for the hard work and dedication you have shown during your time at ABC Corporation. It’s with regret that we must take this step, but it’s necessary for the long-term sustainability of the company."
• Provide contact information: Include contact information for the employee to reach out with any questions or concerns. Example: "If you have any questions or concerns, please don’t hesitate to contact [insert name] at [insert phone number] or [insert email address]."
• Close the letter with a professional closing: End the letter with a closing such as "Sincerely" or "Best regards" followed by your signature and your name and title.

In summary:

It's important to remember that the main difference between a temporarily and permanently layoff notice is the date of return for the employee. A temporary layoff notice will have a date of return specified or the company's intention to return the employee back in the future. A permanent layoff notice won’t have any date of return and the employee won’t be returning to the company.

➤ Note: An unfair dismissal can have serious legal consequences!