Use an Employee Termination Checklist to Create Your Team's Template to Success

An Employee Termination Checklist is a document that outlines the steps an employer must take when terminating an employee. It serves as a guide to ensure that all necessary steps are taken and all legal requirements are met. A termination checklist can help to ensure that the termination process is handled in a professional and consistent manner, reducing the risk of legal action or other complications.

Here are the steps to follow when using an Employee Termination Checklist:

Step 1: Notify Human Resources

The first step in the termination process is to notify human resources (HR). HR should be informed of the decision to terminate an employee, and they should be involved in the termination process to ensure that all legal requirements are met.

Step 2: Review Employment Contract and Company Policies

Before terminating an employee, it’s important to review the employee’s employment contract and company policies to ensure that the termination is in compliance with these documents. The contract and policies should specify the reasons for termination and the process that must be followed.

Step 3: Meet with Employee

The next step is to meet with the employee to discuss the termination. The meeting should be conducted in a private location, and the employee should be given a clear and concise reason for the termination. It’s important to remain professional and respectful during the meeting.

Step 4: Retrieve Company Property

During the termination meeting, the employee should be asked to return any company property, such as keys, access cards, or equipment. The employee should be given a list of the items that need to be returned.

Step 5: Notify IT Department

If the employee had access to any company computer systems or sensitive data, the IT department should be notified of the termination. This will ensure that the employee’s access to these systems is revoked.

Step 6: Process Final Paycheck and Benefits

The employee’s final paycheck should be processed according to the terms of the employment contract and any applicable laws. Any outstanding benefits, such as vacation pay or severance, should also be paid out.

Step 7: Notify Other Employees

Depending on the circumstances of the termination, it may be necessary to notify other employees of the decision. This should be done in a professional and sensitive manner to avoid causing unnecessary concern or distress.

Step 8: Document the Termination

It’s important to document the termination process, including the reason for termination, the steps taken, and any conversations or meetings held. This documentation will be important in the event of legal action or other disputes.

Step 9: Conduct an Exit Interview

An exit interview can be a valuable tool for gathering feedback and insights from departing employees. It can help to identify areas for improvement and provide insight into the reasons for the employee’s departure.

Step 10: Update Records and Files

Finally, it’s important to update the employee’s records and files to reflect the termination. This may include updating payroll records, removing access to company systems, and updating organizational charts.

How to use it:

1. Fill in the requested information at the top of the template
2. Decide which part of the organization will be charged with each activity on the checklist
3. Distribute the form to the necessary individuals
4. Follow up to ensure all areas have been completed

Praxie’s online Employee Termination Checklist collaboration tools allow any team or organization to instantly begin working with our web templates and input forms. Our digital platform goes far beyond other software tools by including progress dashboards, data integration from existing documents or other SaaS software, elegant intuitive designs, and full access on any desktop or mobile device.