There are many reasons for letting an employee go and the exit interview can be difficult. But there a few rules to follow which can ease the process for all.

The first rule is to keep good records. One school of thought is to give one verbal warning, one written warning if the situation occurs again, and termination after a third incident.

However, if written warnings are given, be sure to document the job specification, name the action where the individual is falling short, and how and by when the improvements should occur. A copy should be given to the employee along with the next review date.

The second rule is to pick the proper time and place. A neutral meeting room is best, preferably next to an exit. Early in the week is better to conduct a firing as it gives the manager a chance to explain it to the staff and distribute the workload. Also, the employee won't be left to stew all weekend.

Plan the participants and the dialogue. The direct manager should conduct the meeting and the topics should cover what's happening and why, the effective date of termination, an affirmation that there is no alternative, and an expression of condolence.

A representative of the human resources department should be present to be able to explain benefits. The employee should walk away knowing what the next steps will be and what benefits are owed the employee.

Arrange the exit so that everyone is treated with respect and professionalism. If an escort is needed, a human resources representative is a wise choice.

There are two reasons former employees sue: for money or because they weren't given help to look for another job. Good documentation can help win a wrongful discharge suit.