Layoffs increasingly happen over a video call. For remote and hybrid teams it is often the only realistic option, and nothing in US law requires a layoff to be delivered in person. But a badly run virtual layoff, with cameras off, a scripted message and no follow-up, can feel cold and leave people without the information they need. This guide covers how to run a virtual layoff well and, if you are on the other side of the call, what to ask before you hang up.
Checklist for a virtual layoff
- One-on-one video call, cameras on, scheduled in the employee’s working hours
- Manager delivers the decision; HR joins to cover pay, benefits and next steps
- Written packet sent by email before the call ends
- Final pay timed to state law; WARN notice given if the layoff is covered
- Remaining team told the same day, in a separate meeting
What employers must get right before the call
Advance notice. Under the federal WARN Act, covered employers generally must give 60 calendar days’ notice before a plant closing or mass layoff, and several states have stricter rules. Check our guide to layoff notice requirements by state. A video call does not replace a required written notice.
Final pay. The U.S. Department of Labor notes that federal law does not require employers to give former employees their final paycheck immediately, but states can. In California, an employee who is discharged must be paid all wages, including accrued vacation, immediately at the time of termination. For a remote employee in another state, that state’s rules usually apply.
Severance terms for older workers. If the severance agreement asks employees to waive age discrimination claims, the EEOC explains that workers 40 and older must get at least 21 days to consider it, or 45 days in a group layoff, and 7 days to revoke after signing.
Systems access. Decide in advance when accounts will be switched off. Cutting access mid-call, before the employee has heard the news, is the most common complaint about remote layoffs.
How to deliver the message
- Use video, one-on-one. Avoid mass calls with cameras off or a pre-recorded message. If a group announcement is unavoidable, follow it the same day with individual calls.
- Say it in the first minute. “I have difficult news: your position is being eliminated, and your last day is [date].” Do not open with small talk.
- Explain briefly and say it is final. One or two sentences on the business reason. Do not debate the decision.
- Cover the practical points. Last day, final paycheck, severance offer and deadline, health coverage, unused vacation, equipment return.
- Leave room for questions and give a named HR contact for the ones you cannot answer.
- Schedule across time zones. Call people during their working day, not at the end of their evening or on a Friday afternoon with no one to call back.
What to send in writing right after the call
- A letter confirming the last day and the reason (layoff or position eliminated)
- Final pay details and the date it will be paid
- The severance agreement, with the deadline to sign
- Health coverage information: when employer coverage ends and how COBRA works; see health insurance after a layoff
- How to file for unemployment in the employee’s state
- Instructions and a prepaid label for returning equipment
If you are the one being laid off: what to ask on the call
Is this a layoff or a termination for cause?
Ask them to confirm it in writing. It matters for how you describe it later and for unemployment benefits.
When is my last day and when will I get my final paycheck?
Write down both dates. Final pay rules depend on your state.
What is the severance offer and how long do I have to sign?
Do not sign on the call. Read our guide on how to negotiate severance first.
When does my health insurance end?
Ask for the exact date and the COBRA information.
Can I keep access to my email to save personal files and contacts?
If access ends today, ask how you can retrieve personal documents and references.
Communicating with the remaining team
Tell remaining employees the same day, in a separate meeting, before the news reaches them through rumors. Explain what changed, which work is being reassigned, and whether more cuts are planned, as far as you honestly know. Avoid promising “no more layoffs” unless that is a firm decision.
Want to see how other employers are cutting jobs? Follow the Tech Layoff Tracker and new notices on Layoffs today.
Frequently asked questions
Is it legal to lay someone off over Zoom or Teams?
Yes. No federal law requires layoffs to be delivered in person. What the law does regulate is notice and pay: covered employers must give WARN notice before mass layoffs, and states set rules on when the final paycheck is due.
What should a manager say in a virtual layoff meeting?
State the decision in the first minute, explain that it is final, say when the job ends, and tell the employee what happens next with pay, benefits and equipment. Then answer questions and point to the written packet and an HR contact.
When is the final paycheck due after a layoff?
It depends on the state. Federal law does not require employers to pay the final paycheck immediately, but some states do: in California, an employee who is discharged must be paid all wages, including accrued vacation, immediately at the time of termination.
How long do I have to sign a severance agreement?
If you are 40 or older and the agreement waives age discrimination claims, federal law gives you at least 21 days to consider it, or 45 days if you are part of a group layoff, plus 7 days to revoke after signing, according to the EEOC.
Sources
- U.S. Department of Labor, Last Paycheck
- California Department of Industrial Relations, Paydays, pay periods and the final wages
- EEOC, Understanding Waivers of Discrimination Claims in Employee Severance Agreements
- GoLayoffs, Layoff notice requirements by state (federal WARN Act and state laws)
General information, not legal advice.