Handling Dismissals and Terminations Biblically and Legally

Why Accountability is Essential

The task of dismissing a church staff is arguably one of the most difficult responsibilities placed upon Christian leadership. It represents a collision of the sacred and the secular, requiring a profound commitment to pastoral grace, biblical accountability, and legal compliance. When termination is necessary, the goal is not merely to end employment but to do so in a manner that honors God, upholds the church's mission, protects all parties involved, and adheres strictly to the laws of the land. This delicate process must be rooted in intentional preparation, compassionate delivery, and meticulous adherence to established procedures.

Our faith calls everyone, including paid staff, to a high standard of stewardship and integrity. While the church is a place of forgiveness, employment depends on someone actually doing the job they were hired for. The Bible gives us a clear process for dealing with conflicts or sin.

The principle in (Matthew 18:15–17) (addressing an issue privately first, then with witnesses, then with leadership) provides a model for staff discipline: always start with a private, clear conversation. Ultimately, a decision to fire someone must be a last resort, made after much prayer and based on clear, factual evidence that the person can no longer do the job effectively or refuses to correct serious misconduct.

The Steps Before Termination

As a Christian organization, our first instinct should always be restoration. Before even thinking about terminating someone, we should use a system of progressive discipline. This simply means taking a series of increasingly serious steps to help the person correct their performance or behavior.

These steps include:

• Verbal Warnings: A documented, private talk about the issue.
• Written Warnings: A formal letter detailing the problem, what needs to change, and the timeline.
• Performance Improvement Plans (PIPs): A structured plan with goals and coaching.

(Galatians 6:1) reminds us to approach this with "a spirit of gentleness." This process proves that the church tried everything reasonable to help the staff member succeed, making the final decision unavoidable and justifiable.

Fairness and Following the Law

As an organization, the church must follow all local labor laws just like any other employer. This is not only a legal necessity but a moral one, demonstrating integrity in all our dealings. Our primary goal is to ensure that all employment decisions—hiring, promoting, and, if necessary, terminating—are made fairly and are not against the law.

The law strictly forbids making employment decisions based on characteristics that have nothing to do with a person's ability to do the job. This means you cannot fire, or otherwise penalize, someone based on protected characteristics like their race, gender, age or disability. In APC, we are committed to upholding these laws to ensure that nobody is discriminated against and all decisions are taken lawfully.

Many legal systems recognize a limited Religious Exception for faith-based organizations. This key protection often allows the church to hire or fire staff who perform explicitly ministerial or spiritual duties (like pastors, worship leaders, or spiritual educators) based on religious beliefs, doctrines, or mission requirements.

However, this exception is typically very narrow and usually does not apply to staff in purely secular or administrative roles (such as administrators, receptionists, or maintenance staff). Therefore, every termination must be carefully reviewed and documented to ensure the decision is based solely on legitimate factors like job performance, conduct, or required skills, and not on any form of illegal discrimination.

Documentation: Ensuring Consistent & Fair Decisions

Good records are essential for fairness. When decisions are based on facts and clear communication, we avoid relying on rumors, personal feelings, or faulty memory. This protects the church and the staff member.

To ensure consistency and accuracy in APC, we follow a strict process:

• Document Everything: Every key step—from performance goals and coaching conversations to warnings and performance reviews—is documented.
• Official Communication: All communications that outline any processes done or decisions taken to better performance or address conduct are sent via email or an official letter.
• Secure Storage: The HR keeps a copy of the official document in the HRM portal.

When a termination becomes necessary, this record legally proves the decision was fair, consistent, and based on objective evidence of job-related issues.

Implementing the Termination Decision

The final termination meeting is the most difficult part of the process, yet it must be handled with utmost respect, professionalism, and compassion. Even when the circumstances of the dismissal are tough, we are called to be kind and considerate throughout the interaction. Our conduct should reflect the biblical command to treat every task and person "as for the Lord" (Colossians 3:23), ensuring the departing staff member retains their dignity.

The meeting itself should be brief, private, and calm. The termination must first be communicated clearly and calmly in person. The leader should explicitly state the decision and briefly reference the official, documented reasons for the separation, which focus strictly on job performance or conduct issues. Once the decision is delivered, the leader can sincerely offer the staff member a brief period to make any final remarks or to simply be heard.

Immediately following the verbal notice, the church must share the official termination letter or email with the staff member.

Following this, the HR can take over the final exit formalities. This includes clarifying the last day of employment, the schedule or any details regarding their full and final settlement, providing information about benefits continuation (like health insurance), and how they can return all office property (such as keys, laptops, ID cards and access cards). By managing this final stage with clarity, firmness, and evident kindness, the church upholds its integrity and provides closure for all parties involved.

Closing Well: Next Steps for the Church and Staff Member

The church's responsibilities continue after the person leaves. The organization must be considerate of a person's immediate financial well-being, especially when separations are due to circumstances outside of their control. Sometimes, an organization must release staff members not for misconduct or performance issues, but due to necessary changes like the closure or dissolving of a certain ministry, team, or department. In such cases, we can demonstrate exceptional care by offering practical support. This may include providing early notice of the closure or considering a severance package—a continuation of pay for a set period—to ensure the individual is not suddenly burdened financially while they search for a new role.

When a staff member transitions out, whether due to performance issues or organizational changes, the church must manage internal communication with professionalism and discretion. We must communicate a brief, unified, and consistent message to the remaining staff and congregation, simply mentioning that the staff member is transitioning out. It is generally not necessary to give details or reasons for the separation, as personnel matters are confidential. However, in rare instances of severe misconduct where other staff need to be made aware to protect the mission and people, leadership must carefully determine the minimal facts necessary for disclosure.

In all cases, the organization must also ensure that the person receives their final compensation settlement on time and has necessary paperwork like Experience and Relieving Letters. And most importantly, commit to praying for them as they transition to their next opportunity.

By following these biblical and legal steps, the church ensures that even the hardest decisions are made with transparency, fairness, and Christ-like care.