Article: How to Conduct a Fair Dismissal Meeting

Ending someone’s employment is one of the toughest parts of running a small business. Whether it’s due to conduct, capability, redundancy, or “some other substantial reason,” how you handle the dismissal process shows your professionalism, and can be the difference between a fair outcome and an unfair dismissal claim.

At Beagle HR, we help SME owners handle these difficult moments with confidence, ensuring the process stays lawful, respectful, and fair.

Why the Dismissal Meeting Matters

A dismissal meeting isn’t just a formality. It’s your chance to show fairness, transparency, and empathy and to give the employee a clear explanation of what’s happening and why.

Handled well, it protects your business, preserves the employee’s dignity, and reinforces a culture of respect and accountability.

Before the Meeting: Prepare Properly

Good preparation sets the tone for everything that follows. Before the meeting:

✅ Gather your evidence – Review performance records, investigation notes, and any previous warnings.
✅ Follow your process – Make sure you’ve completed each step in your disciplinary or capability procedure.
✅ Send a clear invitation – Write to the employee explaining the purpose of the meeting, their right to be accompanied, and what will be discussed.
✅ Plan who attends – Usually, it’s the employee, their companion, and a manager or HR representative.
✅ Prepare your key points – Know what you’ll say, how you’ll explain the reason, and how you’ll manage emotions if things get tense.

During the Meeting: Keep It Fair and Human

Set the right tone from the start – calm, professional, and compassionate.

1️⃣ Explain the purpose.
Start by clarifying that this meeting gives the employee a chance to respond before any final decision is made.

2️⃣ Present the facts.
Share the evidence that led to this stage and outline your concerns clearly and objectively.

3️⃣ Listen to their response.
Give them uninterrupted time to explain their side. Ask open questions to understand their perspective.

4️⃣ Clarify and summarise.
Make sure you’ve understood their response accurately. Summarise what you’ve heard and confirm next steps.

5️⃣ Close with clarity.
End the meeting by explaining when they’ll receive the outcome in writing. Thank them for their time and cooperation.

After the Meeting: Take the Right Steps

Once the meeting ends, review everything carefully before you decide.

• Reflect on the evidence and what the employee said.
  
• Record your reasoning and the factors behind your decision.
  
• Issue a clear outcome letter that explains the reason for dismissal, the effective date, and their right to appeal.
  

Taking time to think before finalising the decision shows fairness and helps prevent future disputes.

Common Mistakes to Avoid

❌ Deciding the outcome before hearing the employee’s side.
❌ Ignoring company procedures.
❌ Letting emotions drive the conversation.
❌ Failing to document the process.

A fair dismissal is as much about how you handle it as why.

Why This Matters for SMEs

In small teams, trust is everything. A respectful, well-managed dismissal helps maintain morale, protects your reputation, and keeps your business legally safe.

If you haven’t reviewed your procedures recently, check out:
👉 Why HR Policies Matter for SMEs

And to understand when a dismissal might be justified, see:
👉 The Five Fair Reasons for Dismissal

Key Takeaway

A fair dismissal meeting is about treating people with respect while protecting your business.

With the right preparation and process, you can manage even the hardest conversations professionally and with confidence.

👉 Speak to Beagle HR today for expert support in handling fair, compliant dismissals.