Telling an employee that their role has been made redundant is never easy, but it’s an essential part of managing change within an organisation. What you say during the meeting can shape how the employee processes the news and how they feel about the company. This conversation needs to strike the right balance between being direct and compassionate, ensuring the employee understands why the decision was made and what comes next. In this redundancy notification script guide, we’ll walk through the key steps of communicating redundancy in a way that is both respectful and professional.
1. Start with professionalism and empathy
The beginning of the conversation sets the tone for the entire meeting. It’s essential to start professionally but also with a level of compassion. Redundancies can be emotionally taxing, and your employee may be shocked or upset by the news. One way to ease into the conversation is by acknowledging the difficulty of the moment. Opening lines such as:
- “I’m sorry to be giving you this news…”
- “This is a difficult conversation, and there’s no easy way to say this…”
- “I want to talk to you about a significant change that’s affecting our team. I understand this news may be tough to hear…”
These phrases can soften the blow and show you are sensitive to how hard this moment is for them. Avoid small talk or beating around the bush—get to the point quickly while maintaining a respectful tone.
2. Explain the business reason for the redundancy
Once you have made the initial statement, explain why the redundancy is happening. The employee needs to understand that this decision is not personal. It’s about the role being made redundant due to organisational changes. Use factual and specific reasons, such as restructuring, downsizing or cost-cutting measures. The more transparent you can be about the business rationale, the better the employee will understand the decision.
Some ways to phrase this include:
- “As part of our company’s restructuring efforts, we have made the decision to let go of certain positions, and unfortunately, your role is one of them.”
- “Due to financial constraints, we have had to make the difficult decision to reduce staff, and this has led to your role being retrenched.”
- “As a result of changes in our business priorities, we’ve had to reassess our workforce needs, and regrettably, your position has been impacted by this decision.”
Remember, the redundancy is about the position, not the person. Avoid using language that could imply poor performance or personal shortcomings.
3. Be clear about the consequences
After explaining the reason for the redundancy, the next step is to outline what happens next. This is the part where you communicate the details that affect the employee, such as their severance package, notice period and any other entitlements. You should also mention any outplacement services the company may be offering to help them transition into a new role. This shows that while their employment with your organisation is ending, you are still supporting them as they move forward.
Phrases like:
- “You will receive a severance package, which includes [specific details]. We will provide you with a written summary of everything.”
- “Your notice period will be [X weeks/months], during which you are still considered an employee and entitled to [benefits, pay etc.].”
- “We’ve partnered with Glide Outplacement, an outplacement service, to offer career transition support, including resume writing, job search assistance and interview coaching.”
Be prepared with this information and deliver it clearly to avoid confusion. Make sure you have all the relevant details at hand, and provide a written document summarising everything discussed.
4. Prepare for questions
It’s natural for the employee to have questions, and it is important to be prepared to answer them in a calm, factual and empathetic manner. Some common questions include:
- “Why me?”
- “What will happen to my projects?”
- “Are other people being made redundant too?”
For the question “Why me?” you should emphasie that the decision was based on business needs and the role, not personal performance. Always refer back to the business reasons behind the decision and avoid getting into subjective discussions. If the employee asks about ongoing projects, be prepared to explain who will take over their responsibilities and how the transition will be handled.
Make sure to stick to the facts and avoid making promises or speculating about future decisions.
5. Discuss practical separation procedures
The next phase of the conversation should cover the practical details surrounding the employee’s exit. This includes logistical matters such as returning company property and managing IT access. Ensure the employee understands the timeline for these actions, and be as specific as possible.
For example, you might say:
- “We will need you to return your company laptop and other equipment by [specific date].”
- “Our IT department will deactivate your access to company systems on [specific date].”
Handling these aspects with care and precision can help the employee feel that the process is organised and respectful.
6. Outline what happens next
Finally, you should end the conversation by explaining what will happen after the meeting. Employees may feel overwhelmed by the news, so outlining the immediate next steps can provide them with some sense of structure. For instance:
- “Following this meeting, we will give you time to process the news. You can choose to leave for the day or return to work, it’s entirely up to you.”
- “You will have a follow-up meeting with our outplacement consultant to discuss your career transition plan.”
- “We are here to support you, so if you have any additional questions after this meeting, please reach out.”
Letting the employee know that they will have ongoing support and guidance helps to reduce the feeling of being left in limbo after such significant news.
Redundancy notification script – final thoughts
Redundancy meetings are never easy. By following this redundancy notification script – starting with compassion, explaining the business reasons, being transparent about consequences, addressing questions, covering logistics and outlining next steps – you can handle the conversation in the best possible way. Remember, the goal is to deliver the message with dignity and respect, while offering support as the employee moves on to the next chapter in their career.
Notification Meetings – How to Announce Redundancies
Announcing redundancies is challenging both for managers and employees. If poorly handled, it can have lasting negative effects on individuals, the remaining workforce and the organisation.
Notification Meetings – How to Announce Redundancies contains best practise advice on managing redundancy notification meetings. Download your free copy below.
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