To do this over email?

Just send her the email.

Also self employed!

What does her contract say? Just terminate according to that, politely and by email.

In that case I think an email is fine. It's more convenient/less intrusive for her, too!

Email first and offer a follow-up call to chat through afterwards.

When I've dealt with HR situations when someone's part time contract is not being renewed but they are an employee, it's usually also involved an interview & presentation process for a permanent contract. When we've not renewed, we've sometimes done this in person but it's been over the phone too - but I think that's different to your situation as it's more similar to an interview process.

When I've had a freelancer whose contract has come to an end we've referenced it at the monthly check in meetings. "Your contract ends on x" check dates of invoicing. Thank them for their involvement. Usually that's the end because we've had funding to pay them for a set project.

If there's been suggestion that this person's contract could have been permanent go for a "your contract with us ends on x, we aren't in a position to offer a permanent role, thank you".

You can email here with this and offer a face to face or teams meet or call, not for feedback but as an exit interview so you can make sure all the tasks are handed over.

You're not sacking her. The original arrangement was temporary.

If she wants detailed feedback, be honest that it didn't play out as you'd hoped and you recognise that you probably need to have someone with more experience in that role so they can be more independent. Or something like that.

Well sort of, but surely @WellErrrr should have been working more closely with this individual and telling them where they went wrong? Not very good business management otherwise, sorry OP.

I’ve got to agree, I’d rather be given the option.

I would also add in the email, for them to give you a time they want to talk if they do, so you’re prepared?

along the line of “if you want to chat this through, just let me know a good day time and we will arrange”’

I would do it with an email for the paper trail and then ask if she would like a call as well.

On this basis I would probably just email, she probably has an idea it's not working out and if via email you won't risk making false promises/allowing her to stay etc.

To be honest a call could be awkward for both of you.

If you've made the business decision to terminate her services then write a standard email you would to any other supplier when this occurs. Obviously thanking her for her work and hopefully offering a reference.

You can say if she wishes to discuss it further then please do. But she may not want to talk on the phone about it any more than you do.

If you think that you will struggle with the phonecall then an email is fine.

I absolutely think it would be fine to email and especially if it would be easier for you to cope with. It means that you can make a dreaft and then review it so easier to choose your words. I also think it might be easier for her to cope with. If she is shocked and upset, much easier and more dignified to be able to react privately rather than on a live phonecall.

Email is fine, I think the key difference is that she’s not an employee. If she was employed a call or face to face would be better.

Employee - phone call
Contractor - email

@WellErrrr a simple email. Thanks for your contribution. As of date your services are no longer needed. Wish you all the best.

Exactly this. Of course you don’t want to call her. Delivering these sorts of messages is one of the miserable bits of these sorts of jobs. And of course no one wants to receive a call like this either. But the only thing worse than receiving a call like this is your employer not even treating you like enough of a human being even to have the basic human decency to call.

I am a self employed marketer, and have been for 6 years.

as others have said, it’s a very different relationship to employee/boss. You are not firing her as some have suggested!

she provides a business service, your business no longer requires that service. It’s perfectly fine and usual to terminate this by email - your business is just one of her clients, not her entire employment. Generally self employed people don’t expect to stay with the same client long term, as they would then be at risk of being accidentally employed in the eyes of HMRC.

as someone who has sent and received such emails, I would say-

dear Mary,
thanks so much for your marketing support over the past X months, your help has been very valuable.

However, now that we have a good handle on our marketing requirements and more capacity within the team we no longer need external support, so we won’t need your services from 1 March onward.

Thanks again for your work, I hope our paths cross again in the future.

I’d prefer an email if I was her. Wouldn’t like the awkwardness of a phone call. But would like a genuine invitation to call to discuss it in the email (even though I wouldn’t, she might want to)

Yeah email first then she can absorb it and call her a few hours after if needed

You need to call, what if she doesn’t check her email or misses it? That would be worse

Don't make this into a bigger thing than it is. She's freelance; unless you have a contract with her that places conditions on notice to terminate services, just say that, as a business, you've reassessed your needs and no longer need freelance support.

Even if you call, you'll need to follow it up with an email (so that you have a paper trail), so prepare the (brief) email first, then call before sending it.

I'd be surprised if she isn't already aware that she wasn't meeting requirements, but if she asks, confirm that she doesn't have the skillset you understood she did, which have cost the business in time/resources/money.

I would much rather get this information over email. She can call if she wants to discuss it further, but I'm sure she already knows she doesn't have the skills required and has made significant mistakes.

I’d find it incredibly insulting if you couldn’t say it to my face

An email is fine

If you’re not sure how to gently word your email, I hesitate to mention it, but could Chat GTP help? Just use it’s suggested structure to help you put something short sweet together?

I used it recently to formalise my thoughts & keep emotion out of it.

I rejected 90% their suggestion but found it very helpful.