I have to let someone go. Help me prepare the conversation so I'm clear, kind, and not making it worse.
WHY (the real reason): {performance / layoff / fit / role_elimination / business_conditions}
HOW LONG THEY'VE BEEN HERE: {tenure}
WHAT THEY'VE DONE WELL: {real_strengths}
WHAT THEY SHOULD ALREADY KNOW (based on prior feedback / PIP): {context}
MY RELATIONSHIP TO THEM: {close / professional / distant / new_manager}
WHO'S IN THE ROOM: {me + HR / me alone}
FORMAT: {in_person / video / phone}
NOTICE / SEVERANCE: {detail}
WHAT I'M EMOTIONALLY WORRIED ABOUT: {them_crying / them_angry / freezing / saying_too_much}
NON-NEGOTIABLES (legal / HR-mandated phrasing): {paste}
WRITE:
1. **The 60-second opener** — calm, no preamble, no softening that delays.
2. **The 'I'm letting you go' sentence** — direct, clean, no metaphor.
3. **The reason** — 2-3 sentences, honest, no over-explanation.
4. **The logistics** — what happens next 24 hours (last day, severance, COBRA, equipment, references).
5. **What I'll NOT say** — even if they ask. (HR-mandated 'we made the business decision'.)
6. **What to say when they cry.**
7. **What to say when they're angry or accuse you.**
8. **What to say when they ask 'is there anything I could have done.'**
9. **The close** — 1 sentence, real.
Also: 1 paragraph on what NOT to do (drag it out, justify too much, get into the weeds). And how to take care of YOURSELF after the conversation (it's harder than people admit).0 copies·0 saves·2 views
241 words·1,461 chars
Sample output
Context: letting go a mid-level marketing manager after a 60-day PIP that didn't meet goals. 2 years tenure. Done well: brand voice, written campaigns. Should know: 2 PIPs reviews + HR check-in flagged this could be the outcome. Relationship: professional, not close. With HR. Video call. 2 weeks notice, 6 weeks severance, 6 months COBRA. Worried about: them crying or going silent.
1. Opener (60 seconds):
'Thanks for joining. [HR partner Maya] is here with me, and there's a hard reason — I want to be direct so I'm not wasting your time. The last 60 days of the performance improvement plan are now closed. The goals we set at the start of the plan haven't been met, and we've made the decision to part ways. Today is your last day with us.'
That's the entire opener. Don't add words.
2. The sentence:
Already embedded: 'We've made the decision to part ways. Today is your last day with us.'
Use the word 'we'. Use the present tense. No metaphor — not 'we're going in a different direction,' not 'this isn't working out,' not 'I have to share difficult news.'
3. The reason (2-3 sentences):
'You and I have talked about this in detail over the last four months — the specific goals around content delivery, the response time on creative review, and the strategic projects we needed to see. Despite the support and the time, the goals haven't been hit. That's the call we're making.'
Parameters
Text generation parameters
FAQ
Practice the conversation OUT LOUD with HR before the call. Even managers who've done this 50 times will fumble the first sentence if they haven't said it aloud once. The prompt targets Claude Sonnet and lives in the Personal & Career category on mycopyprompt.
This prompt is written for Claude Sonnet. It's a text/chat prompt — paste it into Claude Sonnet (or compatible LLMs like Claude or GPT-4) to get the expected output.
1. Click the Copy button on this page to copy the full prompt. 2. Open Claude Sonnet. 3. Paste the prompt into a new conversation. 4. Replace any {placeholders} with your specifics, then send. Most prompts produce the right output on the first try; complex ones may need 1-2 iterations.
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Absolutely — most prompts are templates. Look for {placeholders} (curly braces) and swap them with your own values. You can also reword sections, add constraints, or chain it with other prompts.
See the "Sample output" panel above — that's a real example of what Claude Sonnet returns when this prompt runs. Your output will vary in wording but should follow the same structure and depth.
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Don't introduce new criticisms. They should not hear anything new today.
4. Logistics (Maya from HR should lead this, but you should know it):
Maya: 'A few logistics, then we'll let you take time. Your last day is today, with 2 weeks paid through [date]. Your severance is 6 weeks at your current salary, paid in a lump sum next pay cycle. COBRA is fully employer-paid for 6 months — you'll get the enrollment paperwork by Friday. Your laptop and badge — IT will reach out today to arrange shipping. Your last 401k contribution + match was [date]. Final paycheck includes accrued PTO. We'll send a separation agreement with all of this in writing by end of day.'
'And — Devon will write you a reference that covers your strengths in [brand voice + written campaigns] honestly. You're welcome to use us as a reference for roles where that's the fit.'
5. What NOT to say:
6. What to say when they cry:
Don't fill the silence. Let them cry for 30-60 seconds. Then: 'Take whatever time you need. I'm not in a rush.'
Don't justify, don't backtrack, don't hand them a tissue with a 'cheer up' face. Just be there. After they've collected themselves: 'Is there anything specific about the next steps I can clarify before we wrap up?'
7. What to say when they're angry or accuse you:
'I hear that. I'm not going to argue the decision — it's final. What I can do is make sure the transition out is handled fairly. Anything you want me to know for the record, please send to me or Maya in writing.'
If they get personal: 'I'm not going to engage on that today. I want this to end with you having dignity. Let's stick to the logistics.'
Never defend yourself in this moment. They don't need to hear it; you don't need to win the argument.
8. When they ask 'is there anything I could have done':
'There's been a long conversation about that over the last four months. I won't pretend it's a clean answer — but the things we needed to see, we didn't see in the time we had. That's not a fault. That's a mismatch between the role and where you are. I think you'll find work that fits you better.'
That's the truest thing you can say. Don't elaborate.
9. The close:
'I appreciate everything you've put into this team. I'm sorry for the difficulty of the conversation. Maya will be in touch this afternoon with the paperwork.'
Then stop talking. Don't fill the silence. Wait for them to leave the call or say goodbye first.
What NOT to do:
Taking care of yourself after:
This is harder than people admit. You will feel:
Things to do: