Create a legally compliant and compassionate layoff notification letter that meets WARN Act requirements, maintains professional relationships, and provides clear next steps for affected employees.
A layoff notification letter is a formal document that informs employees about an upcoming employment termination due to company restructuring, economic conditions, or other business circumstances. This critical communication must balance legal compliance with compassion while providing clear information about the separation process.
This template helps employers create a comprehensive layoff notification letter that: complies with WARN Act requirements for mass layoffs, clearly communicates termination details, outlines available support services, and maintains professional relationships with affected employees. It's designed to meet both legal obligations and human resources best practices.
Use this template when: implementing a reduction in force (RIF), conducting mass layoffs requiring WARN Act notification, downsizing departments or divisions, closing facilities or locations, or restructuring operations that result in job eliminations. The letter should be provided at least 60 days before the layoff date for WARN Act compliance when applicable.
Customize the template for: individual layoffs vs. mass layoffs, temporary vs. permanent layoffs, immediate vs. future termination dates, different seniority levels, and various industries or positions. Each variation should maintain legal compliance while addressing specific situation requirements.
Organizations have successfully used this template to: maintain positive relationships with former employees, ensure legal compliance during large-scale layoffs, minimize legal risks, and support affected workers in their transition. Many report smoother separation processes and better outcomes for both the company and employees.
The Worker Adjustment and Retraining Notification (WARN) Act requires employers with 100+ employees to provide 60 days' notice for mass layoffs affecting 50+ workers or 33% of the workforce.
The letter must include the termination date, reason for layoff, severance details if applicable, benefits information, and next steps for the affected employee.
Best practice is to deliver the letter in person during a private meeting, followed by mail or email confirmation.
Some exceptions allow shorter notice periods for unforeseeable business circumstances, natural disasters, or faltering companies, but documentation is required.
Yes, if severance is offered, include the amount, payment schedule, and any conditions or requirements.