The only business writing book you’ll ever need - Laura Brown, Rich Karlgaard 2019

Employment matters
Types of business writing

Résumés

Your résumé is more than just a record of your employment history. Through careful selection and presentation of information, a résumé should tell a story and present you as a great fit for the position you’re applying for. You should be prepared to revise your résumé for each position you apply to; sometimes small adjustments can make a big difference in whether or not companies decide to interview you.

WHAT’S YOUR OBJECTIVE?

What’s your objective when you write a résumé? Obviously, you’re looking for a job, but no one gets a job offer from a résumé alone. The résumé is but one step on the path to employment. In conjunction with your cover letter, your résumé should lead the reader to a ­conclusion—that conclusion being “I want to interview this person.”

So your objective is an interview, not a job. It might seem like a subtle distinction, but it’s an important one. As you work on your résumé, keep this question in the front of your mind: “How can I interest them enough to want to interview me?”

WRITE FOR YOUR READER

You don’t know the individual who will be reviewing your résumé, of course, but if you have a job description, you know a lot about what that person is looking for. Pay close attention to the job description, compare it closely with your résumé, and make sure your résumé matches up as nearly as possible (while remaining scrupulously honest about your experience and qualifications).

In some cases, your first “reader” will be scanning software rather than a human being. To get over this first hurdle, be sure your résumé includes the keywords listed in the job description. It’s even better if the keywords appear more than once. Just dropping keywords into the “Skills” section of the résumé won’t cut it; robots are smarter than that. You need to make the effort to integrate the keywords into the résumé.

This integration is important. If you make it through this first screening, your résumé will be read by a human with a critical eye, so you must ensure that your résumé makes a compelling case that you’re a good fit for the position.

BEGINNINGS COUNT

You have less than ten seconds to grab the attention of the person reading your résumé, so what you put at the beginning counts. You should make the most of that space at the top of the résumé, and motivate the reader to spend time looking further.

Experts disagree about whether you should begin your résumé with an objective, but most argue that objectives are old-fashioned. Unless they’re well executed and do more than state the obvious (“I’m seeking a job”), they actually delay the reader from reaching the core information on the résumé. There’s one exception to this rule, though, and that’s when you’re making a big jump in career field. If all your work experience is in Field A and you’re applying for a job in Field B, the reader is going to be confused by your résumé unless you include an objective explaining, briefly, that you are making the change and why you think your background makes you a good candidate for a job in this new field.

For everyone else, the objective section of the résumé has been replaced with a résumé summary statement. A summary statement usually consists of three to five bullet points that describe what’s unique about you. They don’t just recap information from the résumé—they synthesize your experience into a coherent whole. They sum up your strengths, your skills, and how you can add value to the company or the team you would be on.

As you work on your summary statement, think from the point of view of your reader—in this case, the hiring manager. If you were hiring for this position, what kind of person would you hope to find? What kind of qualities and experience would the ideal candidate have? Keeping the answers to these questions in mind can help you as you weed through your own experience and decide what to include in your summary.

Whether you begin your résumé with an objective or a summary statement, you should plan to revise this beginning as needed for each job you apply for. It’s a lot of work, but sending nontargeted, generic résumés off into the blue is not a good way to find a job. If you’re going to spend the time sending out résumés, it’s worthwhile to invest a little extra time to tailor them to the individual jobs you’re applying for.

GET YOUR CONTENT RIGHT

Depending on how much work experience you have and what your career history looks like, you might have quite a lot of leeway in terms of what content you choose for your résumé. You don’t have to be comprehensive; you don’t have to note every job you’ve ever had.

Gaps in employment are still a red flag for most employers. If you have a significant gap on your résumé, you should plan to explain it in the cover letter you include in your job application.

BE CONCISE

Unless you are a senior employee or have extensive experience that’s relevant to the job you’re applying for, you’re wise to keep your résumé to one page. It can be challenging to condense your experience into one page, but it’s a good challenge. Keeping the résumé to one page will force you to choose the most relevant and persuasive information to include.

If you are more senior, your résumé will probably need to extend beyond one page, but it should still be a selective representation of your experience, not a detailed and complete accounting of everything you’ve ever done.

BE SURE IT’S PERFECT BEFORE YOU SEND IT

Typically, someone with a pile of résumés in front of him is looking harder for a reason to say no than a reason to say yes. Be sure your résumé is as perfect as it can be before you send it out, and don’t let carelessness give the reader an excuse to put it in the “no” pile without reviewing your qualifications carefully.

Working on a résumé can be tedious, and almost everyone reaches the point where they want to send it out and never look at it again. Resist this temptation. Proofread your résumé carefully. Recruit one or two eagle-eyed friends to proofread it for you. Sending out a résumé with typos or other errors can give prospective employers the idea that you’re careless or not that interested in the job.

Before you send it off, take the time to review the résumé against the job description one more time, and ensure that you’re making the best possible case that you’re a good fit for the job.

Taking those few extra minutes to polish and perfect your résumé can mean the difference between rejection and an invitation to interview.

Cover Letter for Your Résumé

Your cover letter is an important part of your job application; don’t neglect it. There’s no sense in working painstakingly on your résumé if you’re going to slap a careless cover letter on top of it. Take the time to craft your cover letter carefully, and be sure you revise it for each job you apply for. Your cover letter should reflect the research you’ve done about the organization and your understanding of the position.

GET THE ASK CLEAR

Your purpose in writing a cover letter is not to ask for a job—it’s to ask for an interview. Understanding this distinction should make it easier to craft your letter. Your objective is to make a case to the hiring manager that she should bring you in for an interview.

WRITE FOR YOUR READER

Your cover letter is your chance to address the hiring manager (or whoever is screening the résumés) directly as a human being. Make the most of it.

Put yourself in your reader’s shoes as you craft your cover letter. What are her needs and expectations? What kind of candidate is she hoping to meet? What information will make her put your résumé into the “maybe” file rather than the much larger “no” file?

Make the salutation of your letter as specific as you can. If you have the name of an individual, use it. Even “To the hiring manager” is a better salutation than “To whom it may concern.”

START STRONG AND SPECIFIC

The first paragraph of your cover letter is important. State the position you’re applying for (the company might be running multiple searches). If you’re writing at the suggestion of a mutual acquaintance, say so and mention how you know that person. Express your interest in the position, and say briefly why you’re interested. Wrap up your first paragraph by briefly explaining why you think you’re a great fit for the job.

BE CONCISE

The challenge of a cover letter is to make a strong case that you’re a good fit, and to do so on one page. More senior hires can submit longer letters, but be considerate of your reader’s time, and be sure that whatever you write is directly relevant to the position you’re applying for.

GET THE CONTENT RIGHT

Tailor your cover letter to the particular job you’re applying for. It helps to develop a few different templates to use as the basis for your different letters, but be sure the cover letter you send is customized to the job you’re applying for.

Draw your reader’s attention to information on the résumé that is particularly relevant to your application for this particular job. Don’t just restate the information on the résumé; elaborate on it. This is your chance to argue your case; use your letter to make explicit what’s implicit in the résumé itself.

Your focus should be on what you have to offer the employer, not what the job can offer you. It’s great to say you’re excited about the job and that you think you would enjoy it, but remember to think from your reader’s point of view and expand on how you can meet their needs.

It can be helpful to demonstrate some knowledge of the organization in your cover letter, but don’t go overboard. Mention the company’s history or reputation only if you can link it to something specific in your background or your interests—for example, if the company is working on an initiative that you could contribute to. Simply saying that it would be great to work for Google, for instance, doesn’t advance your case.

FIX IT BEFORE YOU SEND IT

Typos, spelling mistakes, and other errors can throw you out of the running immediately, so ensure that your letter is perfect before you submit it. Be sure your tone is professional. This is not the time for humor or informal language. You must show that you’re able to communicate in a formal, professional manner.

For sample cover letters, visit me at www.howtowriteanything.com.

Follow-up Message After a Job Interview

The follow-up message you send after a job interview is a special kind of thank-you note. It goes beyond a simple statement of thanks and can be an important part of your overall application and interview process. Be sure to send your follow-up soon after the interview. A prompt thank-you can help you stand out from the crowd.

BE STRATEGIC ABOUT YOUR PURPOSE

With a post-interview follow-up, you’re not only thanking the interviewer for his time, you’re also reaffirming your interest in the position and expanding on what happened during the interview. Really think about the conversation during the interview and how your message can deepen it.

WRITE FOR YOUR READER

It’s natural to be very focused on yourself during the job interview process, so make the effort now to consider your reader and his position. Don’t write a vague, pro forma note; use this opportunity to connect with the reader and extend the conversation you had during the interview.

In your closing, wish the reader luck in finding the best candidate for the position. Of course you’re hoping that this candidate will be you, but it’s professional and gracious to acknowledge that it might not be.

GET YOUR CONTENT RIGHT

Open your follow-up message with a statement of thanks to the interviewer, and let her know you enjoyed meeting her. Reaffirm your interest in the position. If something that happened during the interview increased your interest in the job, say so, and say why. Don’t focus only on what the job might do for you; expand on the contribution you could make in the organization.

Be sure to include something specific from the interview; if you have additional thoughts to share about a topic you discussed, you can mention them briefly.

The trick here is keeping it brief and to the point. You want to show that you were engaged in the interview and have given the discussion further productive thought, but you don’t want to write pages and pages of follow-up. Limit this section to a few sentences. Avoid speculating about what you might do in the job and changes you would make if you are hired.

If you have experience or qualifications that you did not have a chance to discuss during the interview, you can mention them in your follow-up. You should also offer to provide any additional information about yourself the company might require, and indicate that you are available for another meeting. Don’t be too pushy at this point, and don’t assume that you’ll get a second interview. Indicate your interest, and leave it at that.

FIX IT BEFORE YOU SEND IT

Your follow-up message is every bit as important as your initial cover letter, so you should take extra care to make sure it’s perfect before you send it out. Proofread it carefully. Ask a friend or family member to review it for errors. Don’t run out of energy at this point. You could be very close to getting a job offer. Make sure your follow-up letter reflects well on you rather than looking like a slapdash effort.

Five Tips for Communicating with Millennials in the Workplace

Sydney Strauss

It’s a cliché because it’s true: each generation has something unique and valuable to bring to the table. It is a shame that so much of this potential energy can get lost in translation across generations, and perhaps the worst part is that it’s totally avoidable. To ensure the utmost success in the workplace, we should really all start making it a priority to practice cross-generational communication. After all, when we can understand each other, we can work together; and when we can work together, we can succeed together.

As a millennial myself, I know that our style of communication can seem especially idiosyncratic to a lot of people. If you’re discouraged by that seemingly massive barrier, don’t worry; getting through to us is a lot simpler than you might think. I promise that we millennials have a lot to offer, and that your efforts will prove to be worthwhile for everybody.

1.Empathize. Keep in mind that, for us, the workplace can often be an anxious space. We feel sure that baby boomers don’t like us, and our economic post—Great Recession anxiety is through the roof. You might perceive millennials as timid or uninterested, but the truth is that we’re just anxious; we have a million and one opinions, but we’re just not sure anyone wants to hear them. Let this knowledge inform all your communications with millennials.

2.Encourage openness. You stand to gain a whole lot when your millennial colleagues are sharing their insights with the whole team. Again, each generation has a unique and useful perspective; hearing the millennial angle in particular could help your company reach a younger demographic, improve on social media marketing, or find the right cause or charity to get involved with, for example. A lot of millennials are brand-new to the workforce, so they might be unfamiliar with the dynamics of team meetings—a simple “What do you think?” in their first meeting or two could really expedite their acclimation process.

3.Embrace new technology. It’s no secret that millennials are natives when it comes to modern technology, and it shows in our preferred methods of communication (texting instead of phone calls, for example). Adapting to some of these modern platforms is not only a surefire way to get a prompt response from a millennial but can also be a crucial step forward for your company in the face of an ever-changing business world.

4.Discuss the big picture. Generally speaking, millennials are eager for their work to be a part of something impactful; they will be at the top of their game as employees if they know that they’re working toward something bigger than themselves. Putting a big goal like “going green” at the forefront of discussions will not only keep your millennial employees enthusiastic but will also promote growth and long-term goal setting for the future of the company.

5.Be transparent. You may have heard that we need to be let down easy, but the truth is that we thrive on constructive criticism and prefer to hear things without the sugarcoating. We are very eager for our own growth as professional people, so the less time wasted the better—this is easier for everyone involved. We will be able to make improvements much more quickly if you are honest and transparent with your feedback. No hard feelings.

Sydney Strauss is a writer based in the Pacific Northwest.

Job Descriptions

In most large organizations, writing job descriptions is a collaboration between HR and the department and manager who will be working with the new hire. Many companies have templates you can use as a jumping-off point. In smaller companies, managers are often on their own creating job descriptions. Whatever the size of your organization, it will be worth your time to craft your job descriptions carefully.

BE SURE YOU KNOW WHAT YOU’RE LOOKING FOR

As you start writing your job description, be sure you know what the job actually entails. Of course, many positions evolve over time, and it can be especially difficult to pin down a brand-new role. But making the effort to define the role and writing an accurate description of it can save you, your colleagues, and job applicants a great deal of time and trouble—and it can also help ensure that you hire the right person.

A job description outlines the functions and requirements of the job and describes where the role sits within the organization. It may also provide a framework for conducting a performance review, which makes it all the more important to get it right before you start interviewing.

GET THE CONTENT RIGHT

An accurate and complete job description should contain the following information:

Basic information: job title, department, supervisor (including ­dotted-line supervisor relationships), and salary range.

Job functions: a list of the duties to be performed and the objectives related to those duties. Duties are usually listed in order of importance and are sometimes broken out into percentages. (Don’t include nonessential duties that make up less than 5 percent of the job.)

Requirements: candidate requirements are listed in order of importance. This section is sometimes divided into “Minimum Requirements” and “Preferred Requirements.” (Consider carefully how you designate requirements; you can scare away qualified applicants if you define too many minimum requirements.)

Special Requirements: these might include required testing, licenses, clearances, and the like.

Some companies include an “Ideal Candidate” section to describe the exact set of qualifications, background, and attitude they are seeking in a candidate. Whether or not you decide to include one in the final job description, the process of developing an “Ideal Candidate” section can help you refine exactly what you want for the position.

Including a section about your organization’s culture, values, and mission can also be helpful. This information allows potential applicants to decide for themselves if they might be a good fit, and it can also help them prepare for an interview.

Dealing with salaries in job descriptions can be tricky. Some organizations state “salary commensurate with experience.” This kind of vague statement, though, can deter people from applying and can elicit applications from unqualified or underqualified candidates. Most companies have a policy about how to list salary requirements in job descriptions. If you’re running your own small company, it might be wise to list a salary range.

GET IT RIGHT BEFORE YOU RELEASE IT INTO THE WORLD

Don’t post an out-of-date or inaccurate job description, figuring you will fix it later or redefine the job during interviews. Especially if you’re creating a new role or significantly revising an existing one, it’s worthwhile going through several drafts and asking colleagues to review them, especially the managers or supervisors who will work with the new hire. Ensure that the job description you release into the world is as accurate as you can make it.

Job Advertisements

A good job advertisement can attract great candidates; a poor one can attract crowds of applicants who don’t quite fit. It’s worth making the effort to craft a job ad that describes the job and the company accurately and that inspires the right kind of candidates to apply.

START STRONG

Job seekers are plowing through lots of job descriptions. You want yours to stand out and to excite the right kind of applicant. To that end, your first step should be understanding exactly the kind of applicant you would like to hire. Who is your ideal candidate? Make two lists: the key requirements for the job and the characteristics of your ideal hire. If you’re not the person who will be supervising the new hire, talk to the person who will be and learn what their hopes are for the position. Then spend some time jotting down notes about the company or organization. What is the culture like? What are the people like? What is the organization trying to achieve, and what’s it like to work there?

Use Templates to Speed Your Work

If there’s a particular type of document you write frequently, you should consider developing a template for it so you don’t have to start from scratch every time. Documents like job descriptions lend themselves naturally to this process, but anything you write frequently probably has an underlying structure that you can distill into a template. One of my clients worked for an executive search firm and frequently wrote letters describing candidates to potential employers. We developed a candidate letter template, with an introductory paragraph, a second paragraph about the candidate’s background, a third paragraph about the fit between the candidate and the job, and a fourth paragraph about the candidate’s level of interest in the position. My client was then able to speed his writing by using the framework, which was flexible enough to be customized for special circumstances.

Do you find yourself writing the same sort of thing over and over again? If so, it’s probably worth the investment of time now to craft a template that will save you time in the future.

GET THE CONTENT RIGHT

If you’re posting on a site like Indeed or Glassdoor, take advantage of any templates or guidance the site offers. Look at listings for similar jobs and use them as models. Your job description should contain a brief account of the organization and its mission as well as a sketch of the work environment. Provide a detailed, bulleted list of the requirements of the role. Mention benefits like insurance, vacation time, retirement, and so on. Include other perks, like flex time, telecommuting, and tuition reimbursement. Consider how you want to handle salary—many companies offer a salary range to help ensure that they get appropriate applicants. If your minimum requirements really are the minimum, say so: include a statement specifying that only candidates who meet the stated qualifications will be considered. Include information about how to apply.

FIX IT BEFORE YOU POST IT

Chances are that your first draft will be too long. The ad should not contain the entire job description, only the key requirements. Check your draft for clichés like “self-starter,” “team player,” and “highly motivated.” These are so overused that they don’t add value; they just take up space. Be sure you haven’t hyped the job so much that you’ve neglected to provide real substance about the position and the company. If the ad reads like a sales letter or a promotion for a holiday camp, tone it down. Finally, ensure that you’ve been entirely honest. If the salary offered is below average, don’t say your compensation is “competitive.” Creating false expectations can lead to unnecessary disappointment and wasted time.

For sample job descriptions, visit me at www.howtowriteanything.com.

Performance Reviews

Writing a performance review can be a challenge for a couple of reasons. First, it’s not something you do every day, even if you’re an experienced manager. Second, performance reviews can have a lasting impact, so there’s pressure to be fair and accurate. Big companies with a lot of employees usually offer supervisors guidelines for writing performance reviews; if you have that resource, be sure to take full advantage of it.

GETTING STARTED

First, it should go without saying that you must maintain confidentiality throughout the process. Allow yourself plenty of time to gather information and write the review. Don’t start at the last minute. You might want to consider asking the employee to participate by drafting her own self-evaluation. When employees participate in the process, they feel valued and heard. They’re also more likely than you are to understand the nuances of the job and the challenges they’ve faced during the year. As you reflect, be sure you’re considering the full year, not just recent happenings. To jog your memory, review your e-mails.

GET THE CONTENT RIGHT

Make sure your review includes both positives and areas for improvement. Even a problematic employee has had some successes, and even the best employee has room to develop. Handled right, a performance review should recognize achievements and help support employees in their growth over the coming year. Be specific: cite particular projects or activities where the employee has performed well or fallen short. Look forward as well as backward, and propose some goals for the coming year: training programs, new responsibilities, anything you think might help the employee develop. As you write, use neutral, descriptive language. Don’t show emotion, and don’t make any personal comments.

FIX IT BEFORE YOU FINALIZE

If you can, let a few days pass between your first and final drafts; this will allow you to develop some perspective on what you’ve written. Be sure you haven’t engaged in lavish praise or harsh criticism. Your tone should be moderate and professional. If you’ve praised an employee as the best you’ve ever seen in that position, it might be difficult to terminate her later should things change. If you’ve written a very unkind review, the employee might cite it if he contests a future dismissal. If there have been problems with the employee’s performance, be sure you’ve indicated accurately how serious they are: is the employee at risk of termination, or are there some areas for improvement? Your review should paint an accurate picture of employee performance in a professional way.

For sample performance reviews, visit me at www.howtowriteanything.com.

WRITING YOUR OWN PERFORMANCE REVIEW

If you’ve been asked to do a self-assessment as part of your performance review, you have an opportunity to make the experience more positive and take steps toward your growth in the organization. You can help your boss and yourself by putting some effort into your own performance review.

Here are some tips as you prepare your self-evaluation:

Be sure you understand what areas you’re being asked to cover in your self-assessment. If you don’t, ask.

Don’t be too modest. Research shows that most employees rate themselves lower than their managers would. Don’t hide your light under a bushel. Many people feel embarrassed about praising themselves. If you’re struggling with modesty or embarrassment, try to look at yourself from an objective perspective. Imagine you’re evaluating the performance of someone who works for you. What has that person done really well? Where could he improve? Sometimes taking a step back can help you evaluate your own strengths and weaknesses more fairly.

Use the opportunity to shape the discussion about problem areas. If you know your manager is unhappy about something, address the problem in your self-evaluation and present your perspective on it. Consider proposing solutions.

Be objective and neutral. If you feel that something is being mishandled, don’t put your boss on the spot. Find a detached way to raise the issue and suggest alternative approaches.

Consider asking your colleagues to give you an honest appraisal of your performance as a co-worker.

Highlight specific achievements and specific areas where you would like to improve. Your boss won’t remember the year you had as well as you do, and it will be helpful for you to bring out details to review and discuss.

Resignation Letters

Whatever your reason for leaving your job, it’s worthwhile handling your resignation letter professionally and leaving behind a good impression.

The best practice is to tender your resignation in person, then to follow up your conversation with a formal letter of resignation.

How much you say in your resignation letter is up to you. Whether you choose to keep it brief or share more information, be sure to keep it businesslike.

YOUR PURPOSE

At its most basic, the purpose of a resignation letter is to share your intent to resign and let your employer know what your last day of work will be. Depending on the circumstances of your departure, you might also want to foster a sense of goodwill in your letter for the purpose of future relationships.

KEEP IT BRIEF

A resignation letter does not need to be long and detailed. A perfectly acceptable bare-bones letter will state your intention to resign, the date of your resignation, and nothing more.

If you want to expand a bit, it’s courteous to offer a reason for your resignation. Keep your language neutral, even if you’re leaving because of a bad situation. Don’t use the letter to express anger or frustration or to let your boss know what a bad job she’s doing. Don’t blame others. You’re leaving; just say so and move on. Venting about your experience does no good, it can hurt your reputation, and you’ll probably regret it later.

If you feel able to do so, say something nice about your experience at the organization. Did you enjoy your colleagues? Did you appreciate the challenge of the job? Did you learn a lot? You never know when goodwill from a former employer might come in handy.

If you’re willing to help with the transition to your successor, you can mention that in the letter.

Close your letter by thanking your reader. Your thanks don’t have to be effusive, but it’s a courteous way to wrap up the letter.

CHECK IT BEFORE YOU SEND IT

Be sure to check your tone before you send in your resignation. It should be businesslike and cordial, not angry or passive-aggressive. If you’re angry, it might help to write out everything you’re feeling and put that draft aside. Then start fresh and compose a neutral and professional resignation letter. If you’re not sure your tone is appropriate, try showing your draft to a friend you trust and asking for their impressions.

Here is a bare-bones example:

Dear Rayna:

This is my formal notice that I will be resigning my position as account manager. My last day will be Friday, September 27.

I appreciate the opportunities I have had at Fischl, and I have learned a great deal here. I wish you and team success in the future.

Sincerely,

Jeff

And now here’s a different take on the same situation; this time, Jeff provides a bit more information, offers to help with the transition, and makes a point of wanting to stay in touch with Rayna:

Dear Rayna:

This is my formal notice that I will be resigning my position as account manager. My last day will be Friday, September 27. I have accepted a position at the Thompson Group and am looking forward to expanded responsibilities in my new role.

I would be happy to work with you during the transition and support the training for my replacement.

I appreciate the opportunities I have had at Fischl. I have learned a great deal from working with you and the team. I wish you all success in the future, and I hope we can stay in touch.

Sincerely,

Jeff

Termination Letters

Firing someone is never fun, but a well-written letter can make the process smoother for everyone and help protect you from a legal challenge.

A termination should be initiated in person and followed up by a formal letter, delivered either by hand or via certified mail. You should never fire an employee by e-mail. And it should go without saying that you should never fire anyone via social media. In addition to concerns about basic decency, doing so could expose you to accusations of wrongful termination or harassment.

If you work for a large organization, there are probably guidelines in place for termination procedures. Obviously, you should follow those scrupulously. If your organization doesn’t have such guidelines and if you’re concerned about whether you’re handling the termination properly, you should consult an attorney for guidance.

BE CLEAR ABOUT YOUR PURPOSE

If writing a termination letter worries you, it might help to keep your objectives clearly in mind: to give formal notice to an employee that their employment is ending, to notify them of their last day of work, and to state the conditions of their termination. That’s it—your letter does not need to do anything more.

CONSIDER YOUR READER

Putting yourself in the shoes of your reader can help guide you as you write. It’s a fair bet that your reader won’t be happy, but if you have had a conversation with her prior to writing the letter, she won’t be surprised, either. Do your best to cushion the blow by remaining professional and courteous. Be fair, and allow the reader to maintain her dignity.

SAY IT RIGHT UP FRONT

The opening of your letter should mention the meeting you had with the employee, let him know that his employment is terminated, and note his final day of employment.

BE CAREFUL WHAT YOU SAY

The content of your letter should be factual, not emotional. You may feel disappointed, frustrated, or angry: don’t show it. You may feel regretful or guilty: don’t show that, either. Don’t apologize. Any of these reactions can be used against you later if the employee decides to claim that she’s been dismissed improperly or unfairly.

It’s not always necessary to state the reasons for termination. However, when an employee is fired for cause, you might want to provide the reason for termination, as well as reviewing the steps that were taken to resolve the problem prior to the decision to terminate. If you do decide to discuss the reasons for termination, make sure they are consistent with what you’ve discussed with the employee earlier; otherwise you might risk a legal challenge. If you have any questions about whether you’re handling this information properly, consult with HR or with legal counsel.

Your letter should answer all of the employee’s questions about the termination: the effective date, the terms, any action the employee must take (returning keys, equipment, or badges, for example), and any benefits or pay due to the employee. You might also state the terms for verification of employment. Last, your letter should provide the employee with a contact in case they have any questions.

IF SOMETHING FEELS WRONG, FIX IT

It’s important that you not send a termination letter before you’ve checked over it carefully. Double-check to make sure your tone is professional and businesslike and that you’re showing no emotion. Make sure you’re supplying all the information the employee needs to take the next steps. And ensure that you haven’t left anything for the employee to grab hold of and use to raise a legal challenge to the termination.

Dear Sandra:

This letter confirms our discussion today that your employment with EverSold is terminated effective as of this date.

As we discussed in our meeting, the reason for the termination of your employment is poor attendance. You have missed a total of 18 workdays this calendar year, with no medical excuse. You were given written warnings on March 22 and April 17 of this year. During your performance review on June 7, I warned you that continued absence would result in termination. Nevertheless, you have missed work on several occasions since then, including June 12 and June 15, again with no medical excuse.

Payment for your accrued vacation days will be included in your final paycheck, which you will receive this Friday. You may pick up your check from the reception desk, or we can mail it to your home.

You will receive a separate benefits status letter that will outline the status of your benefits upon termination. The letter will include information about your eligibility for Consolidated Omnibus Budget Reconciliation Act (COBRA) continuation of group health coverage.

We have received from you your security swipe card and your office key at the termination meeting.

Sincerely,

Cara Bufalino

* Chad S. White, “Email Attention Spans Increasing,” Litmus Software, Inc., Company Blog, https://litmus.com/blog/email-attention-spans-increasing-infographic.

† Rexi Media, “How Much Do People Really Remember from a Presentation?,” Rexi Blog, October 14, 2014, http://www.reximedia.com/how-much-do-people-really-remember-from-a-presentation/#.WbXlN9OGPxs.

‡ Of course, there are different uses for PowerPoint. Some consulting organizations, for example, use PowerPoint decks to convey extensive data and recommendations to their clients, rather than as frameworks for oral presentations. In this section, I’m assuming you are using PowerPoint as a basis for a spoken presentation.

§ A great resource for presenting ideas visually is Gene Zelazny’s book Say It with Presentations: How to Design and Deliver Successful Business Presentations (New York: McGraw-Hill, 2006).

¶ Rob notes how long he has known Susan, and in what capacity.

# Rob indicates the strength of his support for Susan—his “strongest possible recommendation.” The opening paragraph is very strong.

** Rob supplies a description of Susan’s job, the difficulties it entailed, and how Susan successfully coped with those difficulties.

†† This paragraph gives a vivid sense of what the job was like and describes how Susan made a very special contribution.

‡‡ Rob repeats his endorsement of Susan in the closing of the letter.

§§ Chuck Toney, “Humble at the Top: Why These CEOs Still Write Thank You Notes,” The Chicken Wire (blog), March 10, 2017, https://thechickenwire.chick-fil-a.com/Lifestyle/Humble-at-the-Top-Why-These-CEOs-Still-Write-Thank-You-Notes.

¶¶ Nancy J. Adler, “Want to Be an Outstanding Leader? Keep a Journal,” Harvard Business Review, January 13, 2016, https://hbr.org/2016/01/want-to-be-an-outstanding-leader-keep-a-journal.

## Jakob Nielsen, “How Little Do Users Read?,” Nielsen Norman Group website, May 6, 2008, https://www.nngroup.com/articles/how-little-do-users-read/.

*** Blogging Statistics—Infographic. http://www.techclient.com/blogging-statistics/.

††† Lahle Wolfe, “Twitter vs. Facebook: Which Is Better?,” The Balance Careers, https://www.thebalance.com/twitter-vs-facebook-which-is-better-3515069.