What to Say When Firing an Employee When You Are New: A Step-by-Step Guide

Starting a new job is exciting—until you’re faced with a task that seems impossible: firing an employee.

Being new to your role and asked to terminate someone, especially during your first week, is undoubtedly challenging.

But with the right approach, you can handle this professionally and empathetically.

Here’s how to manage this delicate situation and what to say when you’re firing an employee, whether it’s due to poor performance, attendance issues, or because they’re not a good fit.

1. Understand the Reason for Termination

Before jumping into the process, get clarity on why the employee is being let go.

Is it for poor performance? Attendance problems?

Are they simply not a good fit for the role?

Or is it a termination without cause?

Knowing the “why” will guide how you communicate the decision.

If the employee is in their probation period, the conversation might focus on their performance not meeting expectations.

If the issue is attendance, ensure you have documented patterns to reference.

2. Gather Documentation

A proper paper trail is crucial.

Before firing an employee, review records such as performance reviews, written warnings, and any attendance-related issues.

These documents will help you prepare for the conversation and provide the necessary backup if questions arise.

3. Consult Leadership and Legal

Even as an HR professional or manager, you shouldn’t handle this alone.

Speak with your manager or other company leaders to confirm the decision and process.

If it’s a termination without cause, check with legal to ensure compliance with employment laws.

4. Plan the Termination Meeting

When it’s time to fire the employee, invite them to a termination meeting.

Keep the meeting brief and private to minimize discomfort.

If the employee works remotely, you may need to conduct the conversation over the phone.

While it’s not ideal, ensure you still follow proper etiquette and professionalism.

5. Use a Script to Stay Focused

Having a script for firing an employee can help you stay on track.

Here’s a short script you can adapt:

This approach is direct yet compassionate, giving the employee clarity while maintaining professionalism.

6. Be Empathetic but Firm

Terminating someone during their probation period or for poor performance doesn’t make the news any easier to deliver.

Be prepared for emotional reactions and give the employee space to process.

If they ask questions, answer honestly but stick to the facts.

7. Follow Company Protocol

Every company has its own process for employee terminations.

Ensure you follow these procedures to the letter.

This might involve coordinating with HR for an exit interview, finalizing severance details, or collecting company property.

8. Offer Support

Whenever possible, offer support to the departing employee.

This might include providing a reference (if appropriate), career counseling, or outplacement services.

Even when an employee isn’t a good fit, showing empathy can make the process smoother for everyone involved.

9. Reflect on the Experience

After the termination is complete, take time to reflect.

What went well?

What could you improve next time?

Whether this was your first termination or just the first in a new company, each experience is an opportunity to learn.

Final Thoughts

Being tasked with firing an employee when you’re new to the job can feel overwhelming, but it’s an essential part of leadership and HR.

Whether you’re crafting a short script for a termination meeting or explaining poor performance during a probation period, preparation and empathy are your best tools.

By approaching the conversation with professionalism, you’ll not only handle the situation effectively but also demonstrate your ability to navigate tough challenges early in your career.