How to Announce Layoffs to Staff (Includes Announcement Template)

Here’s one of the most dreaded questions HR professionals ask themselves, “How do I inform employees of a layoff?” As much as layoffs are a fact of business life, breaking this kind of news is never easy as it brings huge effects on people’s lives.

In this article, you’ll find tips and best practices on how to announce layoffs to staff — including a customizable announcement template for you to copy and use if needed.

An HR team must always ensure to announce a layoff with the utmost empathy, respect, and professionalism. As hard as a layoff might be for everyone involved, this attitude must prevail in any kind of communication you choose, be that a private talk, an “all-staff” announcement, a virtual or in-person meeting, an email message, or a video conference call. If done with those elements in mind, a layoff announcement can play out better than expected. 

Here are three considerations you should take when announcing a layoff:

When delivering news of a layoff, be transparent and honest about the situation and the reasons for it, avoiding sugar coating or jargon. This clarity helps employees understand the decision and then move forward. Maintain a compassionate approach by avoiding technical language and creating a respectful environment where employees feel valued.

When announcing a layoff to employees, don’t just send an impersonal email to all the staff. Try as much as possible to handle the situation privately and respectfully. Choose a private, distraction-free setting to show you care, and create a safe space for the employee to process the news and react without feeling observed. This approach allows for open and honest communication, demonstrating empathy during a difficult time.

Expert tip:
Canadian law determines that employers must give laid-off employees a written notice of termination. So, you could deliver a layoff letter to each employee to make it official, and then have separate talks with them more privately.
Check this article if you need tips on how to write a layoff letter, which also includes a template.

By offering outplacement services, you’ll show you care about your employees. These services typically include resume writing, outplacement coaching, and job placement assistance. Outplacement benefits the dismissed employee in many ways, like landing a new job faster and mitigating negative emotions, while the remaining staff will feel supported and valued. For companies, the benefits of outplacement services include the preservation of reputation, higher productivity, and talent retention, while defusing any tension among teams.

When you write a layoff announcement, ensure you create a document that’s clear, concise, and empathetic. Ideally, it should start by addressing the hard news directly, and briefly explaining the reasons for the layoff. At this point, it’s crucial to acknowledge this decision’s impact on affected employees.

Your announcement should then outline the next steps, including information about severance packages, benefits, and outplacement services. Finally, close by expressing gratitude for the departing employees’ contributions and the remaining staff’s hard work, and ensuring your organization will support everyone during this challenging time.

Here’s a template for a layoff announcement to all employees. This model focuses on empathy and the company’s commitment to transparency. It also clarifies the reasons behind the decision, while reinforcing the support and resources available to staff.

Feel free to copy and paste it, adjusting it based on your organization’s specific situation during the layoff, including the type of support it can provide.

Subject: Important Company Announcement – Team Update

Dear [Company/Team Name] Team,

Today, we’re facing one of the most challenging moments in our journey as a company. Due to [give the reason for the layoff, like market shifts, financial difficulties, or something else], we’re implementing changes that involve reducing our workforce.

This decision was not made lightly, and we understand the impact it will have on our team, community, and, most of all, the talented individuals who have contributed so much to our mission. However, this decision was our best option available to ensure [Company/Team Name] remains strong and resilient for the future.

What This Means for You

• Who is Affected: [Mention any specifics on departments or roles affected if necessary].

• Timeline: [Specify when notifications will happen and what the process will be for those impacted].
• Support Available: For those affected, we’ll offer [mention severance, outplacement services, benefits extensions, and/or career support if applicable]. Please reach out to [HR Contact] for any questions about your individual situation.

Our Commitment to You

Our top priority now is to support those impacted, and ensure the entire team has the resources needed to navigate the coming weeks. We’re arranging [mention measures such as counselling, career transition support, etc., if applicable] for those who want assistance. We also encourage open conversations with your managers and HR if you have concerns or need additional support.

Looking Ahead

We understand this is a difficult transition for everyone, but we believe it is necessary to secure the long-term strength and purpose of [Company/Team Name]. Together, we’ll continue moving forward, honouring the contributions of those who have helped us reach this point, and focusing on our shared mission.

Thank you for your hard work, understanding, and continued dedication to [Company Name] during this period.

With gratitude,

[CEO/Leadership Name]

[Title]

When announcing a layoff to employees, remember that the most important element in conveying the message is balancing straightforwardness with empathy. First, acknowledge the layoff’s impact on the dismissed staff, and then provide a path toward the future for those who stay at the company.

Then, it’s time to consider how to support your remaining employees after a layoff. When that moment comes, show them that you’re there for them by offering emotional support to mitigate layoff survivor sickness, a reality in many workplaces.

Another way of supporting staff — both dismissed and remaining — is by providing outplacement services. If you’re looking for a partner in this effort, Careerminds is a modern outplacement firm with a digital-first, results-driven approach, and impressive approval rates. Contact our experts and learn more about the difference we can make.

Rafael Spuldar

Rafael is a content writer, editor, and strategist with over 20 years of experience working with digital media, marketing agencies, and Tech companies. He started his career as a journalist: his past jobs included some of the world's most renowned media organizations, such as the BBC and Thomson Reuters. After shifting into content marketing, he specialized in B2B content, mainly in the Tech and SaaS industries. In this field, Rafael could leverage his previously acquired skills (as an interviewer, fact-checker, and copy editor) to create compelling, valuable, and performing content pieces for various companies. Rafael is into cinema, music, literature, food, wine, and sports (mainly soccer, tennis, and NBA).