How do I tell a longtime seasonal employee we do not want her back this year
Last updated: April 1, 2026
Key Facts
- Schedule a private, in-person meeting rather than delivering news by email or phone
- Be clear and direct about the decision while remaining compassionate and professional
- Provide written documentation of the decision and final employment date
- Discuss final paycheck, accrued vacation pay, and benefits continuation or COBRA eligibility
- Give sufficient advance notice to allow the employee time to seek alternative employment
Overview
Ending a seasonal employment relationship with a longtime employee requires careful handling to maintain professionalism, protect the company legally, and respect the employee's dignity. Even though seasonal positions are temporary by nature, employees who return year after year develop expectations and relationships that make non-renewal conversations delicate.
Before the Conversation
Preparation is essential. Review employment records, accrued benefits, and ensure the decision has been properly documented. Consult with HR and legal counsel if available to ensure compliance with local employment laws. Some jurisdictions require specific notice periods or severance for long-term employees, even seasonal ones. Have all paperwork ready, including final paycheck details, benefits information, and separation documents.
Conduct the Meeting Professionally
Hold the conversation in a private setting where interruptions won't occur. The employee should sit down with a manager or HR representative. Be direct and honest: explain that business needs have changed or that the company will not be filling seasonal positions this year. Avoid vague language or false hope. Keep the conversation brief and factual rather than attempting to comfort or negotiate. If the employee becomes emotional, have tissues available and remain calm.
Discuss Final Compensation and Benefits
Clearly explain when the final paycheck will be distributed, including any accrued vacation or paid time off. In many jurisdictions, unused vacation must be paid out. Address health insurance continuation through COBRA (in the United States) or applicable local laws. Clarify whether the employee is eligible for unemployment benefits and provide information about how to apply. Written documents explaining these details should be provided to the employee to take home.
Provide Advance Notice
The amount of notice depends on company policy and local requirements. At minimum, provide notice before the seasonal period begins so the employee has time to seek other work. Some companies provide 2-4 weeks' notice, while others may offer severance equal to a certain number of weeks of pay. Longer notice periods show respect and reduce potential legal risk.
Related Questions
Can we legally not rehire a seasonal employee?
Yes, seasonal positions are temporary by nature and employers typically have the right not to rehire. However, you cannot refuse to rehire based on protected characteristics like race, gender, age, or disability. Consult employment law in your jurisdiction.
Do seasonal employees have to be paid for unused vacation time?
Requirements vary by location. Many states require final paychecks to include accrued vacation pay, but some do not. Check your local employment laws and your company's written policies to determine obligations.
Should we offer severance to a seasonal employee we're not rehiring?
Severance is not legally required in most jurisdictions for seasonal employees, but offering it demonstrates goodwill and reduces potential disputes. One to two weeks of pay is typical for employees with long tenures.
Sources
- EEOC - Small Employers Employment Laws and Regulations Public Domain
- U.S. Department of Labor - Minimum Wage Laws Public Domain
- Wikipedia - At-Will Employment CC-BY-SA-4.0