Q: What is the best way to respond to a terminated employee’s request for documents? We let one of our employees go a few days ago and now she’s requesting a copy of a written reprimand she’d received a while back. We weren’t sure how to respond.

A:  There are several reasons why an employee may make such a request –some are harmless, some are more worrisome.

First, let’s look at the effect that a firing has on an individual. On an emotional level, getting fired is an wretched ordeal.  No matter how you try to process it when you experience it, getting fired is a fundamental rejection. You are in essence being told you are not welcome, or valued. To make matters more painful, it is not something you can keep private. Even if you don’t share with friends, you have to tell your immediate family and your coworkers are going to know. Then, to add injury to insult, you now no longer have a livelihood.

In other words, getting fired is a huge blow to the ego. Even when you sort of expected it, even when you deserve it, it’s still shocking and it hurts. So, here’s the important part, different people are going to find different ways to deal with those feelings. For some, they’re going to want to re-hash, asking themselves “how this could happen?” Some will try to figure out if they could have done something differently. And others may want to ensure they were treated fairly. In this situation, wanting to get more information is not a cause for concern (assuming you had a fair process) and the easiest way to respond is to grant the request.

There are other people however, that deal with the blow of getting fired by somehow placing all the blame on the employer. They get angry and see themselves as victims who were unfairly treated. Or worse, discriminated against. This is when the request can be more worrisome. But if you followed a fair process and they’re requesting something the employee would’ve received a copy of anyway, I would still give them what they want. Yes, even if you don’t think they have good intentions, and yes even when you’re not legally required to do so. Why? Because I believe in being as helpful as possible to a fired employee and not contributing to their sense of victimhood. If they want a copy of an evaluation, or some other part of their personnel file, I don’t see the harm in granting it.

Of course if they ask for something unreasonable -like an internal termination rationale memo to HR- that would be a different story.

Not intended as legal advice

©Copyright Eva Del Rio

Eva Del Rio is creator of HR Box™ – tools for small businesses and startups. Send questions to Eva@evadelrio.com