Here's your check, goodbye

April 14, 2006 12:05 PM

Non-profit worker: how to word a letter of dismissal?

I'm on the board at my (Unitarian) church, and we have to fire our bookeeper. She has helped us a lot in the past year, but the job is clearly beyond her capabilities. Complicating this is the fact that she is somewhat older (late 60's, early 70's) and not always as sharp as she needs to be.
I have to write her a letter of dismissal, and I'm struggling with the language to use. We agreed that I would say something about "need someone with a a different skill set", but I'd like to be a bit more compassionate.
Although I've been laid off many times, I've never had to do this myself, and I'd like some help.

posted by anonymous to work & money (7 comments total)

Yikes, this isn't my area of expertise, but it sounds like you could be stepping into a discrimination lawsuit minefield. Why not ask a church member who's an attorney to help with the letter?

The lawyers in this bunch probably need to know what state you're in to give even remotely good advice.
posted by SashaPT at 12:14 PM on April 14, 2006

No letter such as the one you're describing is going to feel compassionate to the recipient, no matter what the wording is, if you're talking about firing-by-missive. Is it the intention of the board to fire her by handing her the letter, or is somebody going to sit down face-to-face with her and tell her, the letter being merely a prop to give her when that's over, to make it "official"?

I believe SashaPT is right about consulting an attorney to cover any potential liability by the board. I'm at a loss to understand why you'd need to put your reasons for firing her in a letter, however. That sort of thing really ought to be communicated verbally. The letter should be there to soften the blow -- thank her on behalf of the board for her efforts as part of the church community, suggest other activities toward which she channel her talents -- ones where she can feel appreciated while having a minimum negative impact, of course.
posted by contessa at 12:35 PM on April 14, 2006

Anyone over 40 is subject to the ADEA. You have to give them a written severance package (Generally about a week or more for every year worked for an hourly job) and then give them 21 days to consult a lawyer, and sign it or not. Then there's a 7-day reconsideration period. Make the severance package contingent upon her signing the severance agreement. If you're nice you'll help out with her healthcare costs for some time to come.

You don't necessarily need a lawyer, but you do need to know if any particular state laws apply in your case - talk to your local HR assocation to find a consultant. He or she also has templates for the language you're struggling over.
posted by pomegranate at 2:12 PM on April 14, 2006

My very small family owned company was sued over age discrimination. $75k paid to a seventy year old unproductive, lazy employee.

Be very, very careful.
posted by vaportrail at 3:36 PM on April 14, 2006

This reminds me of an old E.E. Smith novel. The protag, a crusty guy who isn't satisfied with the explosives factory's adherence to spec ("quote - shall be free from objectionable checks and cavitation, en quote"), makes such a fuss that he pretty much demands to be fired.

The firing boss asks him how he'd like the dismissal to read, and he says, "I don't care - but any allegation of incompetence and you'll have to prove it in court."

"Incompatibility, then?"

"Fine."

"Miss ----, draft the standard letter. 'Incompatibility with the highest echelon at Stoner and Black, etc.'"

Doc Smith was a smart guy.
posted by ikkyu2 at 6:41 PM on April 14, 2006

She has helped us a lot in the past year, but the job is clearly beyond her capabilities. Complicating this is the fact that she is somewhat older (late 60's, early 70's) and not always as sharp as she needs to be.

Here, let me help you with this:

She has helped us a lot in the past year, but the job is clearly beyond her capabilities.

Her age / sharpness has nothing to do with it. It's her ability to do the job. Repeat that as a mantra and you'll be fine. If you have feelings about how her age relates to things, you need to shut them up, forget you have them. They are not going to help you, and they could very well screw you (age discrimination, anyone?).

Pull your perceptions together and be professional about it. Either she's old and can do the job, or she's old and can't do the job. Notice that being old is the same in either case, therefore: irrelevant.
posted by scarabic at 8:50 PM on April 14, 2006

You have, of course, documented her performance and the needs not met, discussed improvements with her, given her the opportunity to meet the job requirements. If not, then do that starting now. If you have clear cut written policies and expectations, you can say: Ms. Doe, your bookkeepping skills are not sufficient to our requirements. Thank you for your service.
posted by theora55 at 8:24 AM on April 15, 2006