How to Terminate with Respect: A Guide for HR Leads

Terminating an employee is one of the most challenging tasks for any HR professional. In a remote setting, the challenge is even greater. You must navigate differing legal requirements, cultural norms, and the sensitivities of delivering bad news over a screen.  For HR leads working with remote-first tech teams across countries such as Germany, Poland, Croatia, and Romania, this means balancing compliance with compassion, while ensuring that parting ways still respects the individual’s dignity and protects the company’s values and reputation.

Why Respectful Termination Matters

Ending someone’s employment has profound human impacts. How you handle a termination will not only affect the departing employee, but also influence your remaining team’s morale and your organisation’s reputation. Research shows that compassionate, well-managed terminations significantly shape how employees view the company. For instance, a study found that 70% of employees who experienced well-managed layoffs felt supported, which improved their perception of the company (Harvard Business Review, 2020). Moreover, managers who approach terminations with empathy can reduce the negative emotional fallout for both the departing employee and the remaining staff (Psicosmart Editorial Team, 2025).

There are also clear business benefits. Companies that emphasise dignity and clarity during offboarding see stronger outcomes in team morale and employer branding. According to the Society for Human Resource Management (2023), organisations that conduct structured and compassionate exit processes report a 30% increase in morale among remaining staff. Importantly for HR leads, handling terminations properly can also reduce legal risks, as transparent processes are linked to 30% fewer legal claims against employers (Psicosmart Editorial Team, 2025). Terminating with respect is not only ethically right; it is also a smart strategy for maintaining a healthy workplace culture and protecting your company.

Navigating Legal and Cultural Landscapes in the EU

Employment laws in Europe vary widely by country, and a respectful termination must also be a legally compliant one. Unlike in some other jurisdictions, at-will employment does not exist in these EU countries; dismissals require just cause or specific procedures. It is essential to understand each country’s rules and cultural expectations (Parakar, 2023). Below are key considerations for Germany, Poland, Croatia, and Romania:

Germany: Terminations are highly regulated. The law requires written notice on paper; emails or calls will not suffice, and any notice not given in hard copy is void (Clyde & Co., 2023). If your company has a works council, you must inform and consult with it before any dismissal; failing to do so can render the termination invalid (Clyde & Co., 2023). The German Termination Protection Act applies to firms with more than 10 employees and staff tenure over 6 months, meaning you need a valid reason such as personal performance, misconduct, or operational necessity to let someone go (Kanclerz et al., 2025). Culturally, Germans tend to value direct yet formal communication; a straightforward explanation delivered with respect and a written reference letter (Arbeitszeugnis) are expected courtesies.

Poland: Polish labour law also requires just cause for termination of permanent staff and mandates a formal procedure. If an employee is a member of a trade union, the union should be notified or consulted in advance. Polish law provides for mandatory severance pay when an employer of 20 or more people dismisses someone for reasons not related to the individual. Severance is one month’s pay for up to two years of service, two months’ for two to eight years, and three months’ for over eight years, with a cap of 15 times the minimum wage (Dudkowiak & Putyra, 2022). Termination notices must be delivered in writing; in Poland this can be a signed hard copy or a qualified electronic signature, and it should include the reason for termination and information on the employee’s right to appeal. On the cultural side, Polish employees appreciate a pragmatic yet humane approach; clear reasons and an offer of support such as references or job-search time off go a long way.

Croatia: Employers must have a valid reason to terminate, such as serious misconduct, redundancy, or poor performance following warnings. The notice and reason must be given in writing and delivered to the employee (CMS Law, 2025). Croatian law entitles employees with two or more years of service to severance pay, unless fired for misconduct. The statutory minimum severance is one-third of the employee’s average monthly pay per year of service, capped at six months’ pay (CMS Law, 2025). Culturally, workplace relationships in Croatia are often cordial and somewhat formal; showing respect for personal circumstances and thanking the employee for their contributions can help soften the blow. Be mindful of any collective agreements, since these might stipulate additional procedures or benefits.

Romania: Employers can dismiss staff for performance or misconduct (with documented evidence) or for role redundancy or business reasons, but must follow strict procedures. The Labour Code mandates a minimum notice period of 20 working days for terminations due to job elimination or other employer-driven reasons (Boundless, 2025). Certain groups, such as pregnant women or those on parental leave, are protected from dismissal (Boundless, 2025). While Romanian law does not set a universal severance formula, in practice companies often offer at least one month’s salary for redundancies or closures (Boundless, 2025). Any severance is usually agreed in the employment contract or collective agreements. Culturally, Romanian employees may not be accustomed to frequent job changes, so job loss can feel especially unsettling. A compassionate tone and assurances about receiving all due compensation and paperwork are critical. Terminations should be delivered in Romanian, or in dual language if required, to ensure clarity and legal validity.

Key takeaway: Always double-check local laws and consult an expert if needed. What is acceptable in one country could be illegal in another. A respectful process in a multinational context means respecting local legal norms as well as the individual’s dignity. As one international HR firm notes, terminations in Europe are often complex, costly, and time-consuming, but must be handled in a respectful, compliant, and high-quality manner (Parakar, 2023).

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Best Practices for Compassionate Offboarding

Once you have prepared the legal groundwork, focus on how you communicate and execute the termination. The following best practices help ensure the process is as respectful as possible:

1. Plan the conversation carefully: Do not spring a surprise video call without context. Schedule a dedicated meeting and ensure the employee understands it is important (but avoid causing panic with an overly alarming invite). Have a script or outline ready so you cover all points clearly and stay composed. If possible, involve a second HR representative in the meeting, both for support and as a witness to the discussion. Choose a time that is considerate of the employee’s time zone and working hours; avoid ending someone’s day with a termination or, worse, contacting them outside work hours. Preparations should also include having all necessary documents ready, such as the termination letter, explanation of benefits or severance, and FAQs on next steps, so that the employee is not left with uncertainty. In Germany and some other countries, you will need to courier a physical termination letter; plan so that it arrives the same day as the meeting or shortly after.
   
   
2. Be clear, direct, and compassionate in the meeting: When the time comes, get to the point promptly but humanely. Avoid small talk that can increase anxiety; once you both join the call, calmly state the purpose of the meeting. For example, you might begin, “I have some difficult news to share regarding your role.” Provide a succinct reason for the decision; honesty and transparency are crucial. Even if the reason is poor performance, frame it in factual, non-derogatory terms. According to experts, the key to a humane termination is focusing on how you treat the person during the process, with respect, empathy, and clarity (Psicosmart Editorial Team, 2025). Every situation is different, but the common rule is to treat the individual as you would wish to be treated in their position. Use a tone that is firm about the decision, yet kind. Give the person space to absorb the news; expect an emotional reaction and remain patient and supportive if they vent or get upset.
   
   
3. Protect the person’s dignity: Being terminated can feel very personal and embarrassing. Handle the details in a way that minimises humiliation. For example, in a remote setting, one risk is the employee’s access being cut off abruptly. Work with IT to ensure that things like email or system accounts are deactivated only after the conversation, not during. If you need to retrieve company equipment, arrange a courier pick-up at a time convenient for the person rather than asking them to immediately ship things back at their own expense. Furthermore, discuss how you will announce their departure to the team. Ideally, give the employee an opportunity for input on the messaging; this helps them save face. Many remote-first teams post a farewell message or have a last team call. Make sure the tone of that announcement is respectful and appreciative of contributions.
   
   
4. Offer support and next steps: A respectful termination does not end with “Goodbye and good luck.” Providing post-termination support is both ethical and beneficial for the company’s image as a caring employer. Support might include career counselling, access to an employee assistance programme, or simply a written reference and promise to act as a positive contact. In countries like Germany, it is customary to give a formal work certificate upon termination; ensure this is prepared and phrased respectfully. For any outstanding salary, benefits, or legally mandated payouts, clearly explain when and how these will be delivered. Even a small gesture, such as extending health insurance for an extra month or offering to connect the person with recruitment contacts, can demonstrate empathy. By helping the employee transition, you reinforce that they are valued as a person, even if the role has ended.
   
   
5. Communicate with the remaining team: After a termination, the rumour mill can run wild, especially in close-knit remote teams. It is vital to address the team in a transparent and sensitive manner. Without breaching confidentiality, inform them that the person is leaving the company and, if appropriate, who will cover their responsibilities. Do not go into unnecessary detail or cast blame; simply explain that the decision was made for business or fit reasons, and wish the person well. Encourage employees to reach out to HR if they have concerns. Studies indicate that when terminations are handled openly and fairly, remaining employees feel more secure and trusting of management (Psicosmart Editorial Team, 2025).
   
   

Remote-First Considerations: Firing Over Video with Sensitivity

In a remote company, terminations often happen via video call instead of in-person. While the core principles remain the same, there are extra steps to terminate with respect in a virtual environment:

• Choose the right medium: Video calls are generally the best option, as they allow for face-to-face communication and empathy. A voice call is a distant second choice if video is not possible. Never terminate someone’s employment over an instant message or email; written notice may be legally required, but the conversation should happen “in person” as much as technology allows.
  
  
• Manage technical logistics discreetly: Test your video link beforehand to avoid glitches. Ensure the employee’s system access is not cut mid-call; coordinate with IT to deactivate accounts after the conversation rather than during. Small details like this preserve trust.
  
  
• Watch your body language and tone: Video can amplify awkwardness, so pay attention to non-verbal cues. Maintain eye contact through the camera, nod to show you are listening, and keep an open posture. Convey warmth in your tone where possible. Acknowledge the difficulty of delivering such news over video, and give the person time to respond.
  
  
• Follow up with documentation and a personal touch: Promptly send necessary documents after the call and explain them in plain language. Offer a follow-up call if the person needs clarification. Some companies even send a small farewell gesture, such as a thank-you card or certificate of service. While not always feasible, such gestures can leave a lasting positive impression.

Conclusion and Key Takeaways for HR Leads

Terminating an employee will never be easy, but doing it with respect is both ethically imperative and beneficial for your organisation. HR professionals in multinational, remote-first teams must balance legal compliance with human compassion. By planning carefully, communicating clearly, and honouring each individual’s dignity, you can turn a difficult process into one that upholds your company’s values.

Here are the key takeaways for handling terminations in a respectful manner:

• Know the rules, country by country: Always verify local labour laws and consult legal experts for countries like Germany, Poland, Croatia, and Romania. Compliance is non-negotiable; following proper procedure shows respect for the employee’s rights and protects your company (Parakar, 2023).
  
  
• Be humane and direct: Deliver the news calmly, clearly, and with empathy. Express appreciation for the person’s contributions and acknowledge the difficulty of the situation. An empathetic approach can greatly reduce the emotional harm of a termination (Psicosmart Editorial Team, 2025).
  
  
• Maintain dignity: Ensure the employee leaves with their dignity intact. Do it in private, avoid actions that feel humiliating, and allow them to say goodbye to colleagues if they wish.
  
  
• Support the transition: Offer support where possible, whether it is a fair severance package, help with finding a new role, or a reference letter. This not only helps the individual but also signals to remaining staff that your company takes care of its people.
  
  
• Communicate with the team: Be transparent within the bounds of privacy. Emphasise that the process was respectful and aligned with company values. Openness fosters trust and reassures remaining employees (Psicosmart Editorial Team, 2025).
  
  

Leading a respectful termination process in a remote, multi-country context is challenging, but it is a true test of an HR leader’s expertise and empathy. By following these practices, you not only mitigate legal and morale risks; you also uphold the ethical standard that every employee deserves.

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References 

• Boundless. (2025). End of Employment in Romania – Notice and Severance. Retrieved from boundlesshq.com
• Clyde & Co. (2023). International Guide to Employment Law – Germany (Termination Excerpt). Retrieved from clydeco.com
• CMS Law. (2025). Dismissals and Termination of Employment in Croatia – Severance. Retrieved from cms.law
• Dudkowiak & Putyra. (2022). Employment Termination in Poland – Severance Pay. Retrieved from dudkowiak.com
• Harvard Business Review. (2020). Firing with compassion (J. Peterson). Harvard Business Review, 98(2), 132-135.
• Kanclerz, K., et al. (2025, March 24). Layoffs in Germany & Poland: Differences & similarities. Littler Global. Retrieved from pcslegal.pl
• Parakar. (2023, January 18). Terminating employment in Europe: The legal complexities explained. Retrieved from parakar.eu
• Psicosmart Editorial Team. (2025). What psychological factors should employers consider when deciding on employee termination? Psicosmart Blog. Retrieved from psicosmart.pro
• Society for Human Resource Management. (2023). Structured exit interviews can boost morale. Retrieved from SHRM research.

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