Employee Termination Checklist

Compile and review all performance reviews, written warnings, performance improvement plans, and documented incidents to ensure a clear and consistent record supports the termination decision.

Confirm that all steps of the company's progressive discipline process have been followed, including verbal warnings, written warnings, and any applicable PIPs, unless the offense warrants immediate termination.

Schedule a review with the company's employment attorney or legal team to assess any potential legal risks, including discrimination claims, wrongful termination exposure, or contractual obligations.

Secure formal sign-off from the employee's direct manager, department head, HR director, and any other required approvers as specified in the company's termination authorization workflow.

Draft a clear termination letter stating the effective date, reason for termination, final pay details, benefits continuation information, and any post-employment obligations. Have legal review it before delivery.

Book a private conference room away from the employee's usual workspace. Schedule the meeting for early in the day and early in the week if possible to allow the employee to begin next steps promptly.

Arrange for an HR representative or a second manager to attend the termination meeting as a witness, to provide support, take notes, and ensure the process is conducted fairly and professionally.

Deliver the termination message directly and compassionately, stating the decision is final, the effective date, and the reason. Avoid lengthy debates or negotiations, but allow the employee to ask clarifying questions.

Provide the employee with the written termination letter, severance agreement (if applicable), benefits continuation information, and any other relevant documents. Allow time for the employee to read through them.

Walk the employee through their final paycheck timing, accrued PTO payout, health insurance continuation options, retirement account information, and any severance package terms and conditions.

Record the employee's reaction, questions, and any concerns they express during the meeting. This documentation may be important for legal purposes and for improving future processes.

Coordinate with IT to deactivate the employee's network credentials, email account, VPN access, and all application logins within minutes of the termination meeting to protect company data and systems.

Retrieve the employee's laptop, phone, ID badge, keys, credit cards, and any other company-owned property during or immediately after the termination meeting. Use an asset return checklist to ensure completeness.

If the employee needs to return to their workspace, have a manager or HR representative accompany them to collect personal items. Offer to ship belongings if the employee prefers not to return.

Notify security and facilities to immediately revoke the employee's building access badge, parking pass, and any other physical access permissions to company premises.

Process the termination in the payroll system to stop future pay cycles, trigger final paycheck processing, and initiate benefits termination or COBRA notification workflows.

Draft appropriate messaging for the departing employee's team that respects privacy, explains the transition plan, and addresses workload redistribution without disclosing confidential details about the termination.

Have the employee's manager inform the immediate team in person or via video call, using the prepared talking points. Be straightforward about the departure while maintaining confidentiality about the reasons.

Work with the team manager to immediately reassign urgent tasks and ongoing projects to appropriate team members, ensuring no critical deliverables or client commitments are missed during the transition.

Reassign client accounts and notify affected clients of their new point of contact. Ensure the transition is seamless and clients continue to receive uninterrupted service and support.

Determine whether the position will be backfilled, redistributed, or eliminated. If backfilling, initiate a job requisition with the recruiting team and update the job description as needed.

Place the signed termination letter, separation agreement, exit interview notes, and all supporting documentation in the employee's official personnel file, following the company's record retention policy.

Complete the company's termination report form including the employee's details, termination reason, date, severance terms, and any legal considerations. Submit to HR leadership for review and archiving.

If the termination is part of a larger layoff or plant closing, verify compliance with the Worker Adjustment and Retraining Notification Act, including required notice periods and government notifications.

Prepare the company's response to any anticipated unemployment insurance claims, ensuring all documentation is accurate and submitted within the required timeframe set by the state labor agency.

Set a calendar reminder to review the terminated employee's file 30 and 90 days after termination to ensure all documentation is complete, final payments have been processed, and no loose ends remain.