To do this over email?

[WellErrrr]

I run a business and have recently employed the services of a self employed marketing assistant. She has been coming into the office one day a week and the plan was for this to be long term. However - she’s not great unfortunately and has actually made quite a few mistakes in a short space of time which have ended up costing us. She is a lovely person though and very enthusiastic, but it can’t continue sadly.

I have managed to spread her tasks amongst other team members and no longer want to use her services. I discussed this with another senior staff member who said I need to do this over the phone. However, personally I’d rather have a kind email than be put on the spot out of the blue on an unexpected phone call. I’m not planning to list her shortcomings on the email, just thank her for her work and we don’t need her any more etc.

YABU - call her
YANBU - a kind email is fine

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.

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

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”’

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.

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.

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

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

Also self employed!

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

Just send her the email.

This is the answer.

I’d email. If it was me I wouldn’t want to be put on the spot like that. Emailing and then suggesting a call should she want it gives her time to reflect. It also provides an audit trail for you to evidence exactly what was said.

If she was employed I would call her or get her in for a meeting but for self employed I think email is fine

Email is fine, I’d prefer that, maybe with an offer of a call? If she is gen Y age-ish, she probably wont pick up calls anyway 😄. Loads I know that age group would be horrified at the thought of taking a phone call on their mobile!

I agree.

Email - as the recipient, I would far rather an email where my immediate reaction is private and theres the opportunity to call to discuss further if I want to.

I'd also (as she isn't an employee) just tell her you no longer have the budget for her services, you're taking it in-house.

If she was an employee I would think potentially you'd owe it to her to give her the opportunity to learn from her mistakes (unless you already have and she hasn't done so) but thats not her role.

A lot of people would be hurt by email. Others would prefer it, try and do what you think she would be most comfortable with.

That is much worse for the recipient than a kind and professional email

Sometimes the difficult thing isn't actually the right thing.

Email and offer a phone call. Let her process and formulate questions. I've done both in the past - different policies at work - and email is absolutely fine.

What does the contract say about termination of the agreement?

I think an email is ok. Whilst a call is thought to be better in these situations, if I was on the receiving end, I think might rather get the email to be honest.

I'm not sure what the done thing is in the industry you work in, but I'd prefer to be told over email and then follow up with a phone call if necessary. It's like being told you haven't got a job over the phone and then being given feedback and asked if you have any questions on the spot, it's awful. At least if you email first, she has had the initial news that you are terminating privately rather than you telling her directly and if she does want a chat she has time to think about what she's going to say. This probably goes against all etiquette in business, I'd prefer it though.

Surely this should be face to face!

You are paying for a service. It’s perfectly acceptable to send an email. She is not your Employee.

Self-employed/contractor here- it is very common for clients to terminate your services for a whole host of reasons, and it's even more common to get an email about it. As others have said, you're not her boss and she's not your employee.

You don't need to go into details, just say you've reassessed and don't require her services anymore. If she's self-employed this will not be a thing for her at all, it happens all the time.

My instinct as a manager was to say phone call or face to face meeting.

But my instinct as a person would be saying nooooo I would not want to receive a call like that and I would much rather have an email and manage my feelings in private!

I suggest using your own judgement as to what is right for the sort of person she is (rather than your own preferences, sorry).

If you are going to do the email route I suggest keep it brief and to the point and state something like "I appreciate you may like a call to discuss feedback, handover etc and I will of course arrange that at a time that suits you. I can do Weds morning or all day Thursday. If you would prefer not to have a call then that is of course fine." She probably won't want a call but the offer gives the interaction a bit more humanity.

Personally I think it’s more professional to call. You say she was rubbish but you never know who she speaks to, what circles she moves in and you don’t want her to bad mouth you or the family business you’ve found yourself in.

In your circumstances where you’re loathed to call, maybe give her the one call and if it goes to voicemail or she doesn’t pick up, then send the email, stating that “ you were sorry to not catch her on the phone to enable the chat about it”.

Even if you do call her, still follow up with an email.

of course if you’re not bothered about ever seeing her again (even bumping into her in Sainsbury’s!) and you don’t care about the professional outlook or what she says either about you or to others , just send the email.

i do understand what you mean about loathing the phone (my school when through a stage of offering parent consultations over the phone and I used to feel sick at the thought of it, let alone doing it…I’m a much better “face to face “ person!) but sometimes you just have to put your big girl pants on and do it!!! Tbh you wrote quite well in your original post what the issue is and how you’ve now dispersed ithe job amongst other people, you really don’t need to say much more than that. Tbh you’ll feel elated once you’ve done it!