Termination Checklist
Individual Termination Checklist
Pre-Termination Planning
[ ] Document performance issues/policy violations thoroughly
[ ] Review employee's personnel file and employment history
[ ] Verify employment status (at-will vs. contract)
[ ] Review progressive discipline documentation
[ ] Consult with HR and legal counsel as needed
[ ] Determine appropriate severance (if any)
[ ] Calculate final pay including unused PTO/vacation
[ ] Verify timing complies with state-specific final paycheck laws
[ ] Prepare COBRA notification documents
[ ] Schedule termination meeting with appropriate attendees
[ ] Reserve private meeting room
[ ] Prepare termination letter and release agreement (if applicable)
[ ] Create exit interview form (if conducting exit interview)
[ ] Notify IT to prepare for system access termination
[ ] Prepare for immediate transition of employee's responsibilities
Day of Termination
Meeting Preparation
[ ] Have all documents ready (termination letter, severance agreement, benefits info)
[ ] Arrange for witness (typically HR representative)
[ ] Notify security if needed (discreetly)
[ ] Have box available for personal belongings if needed
[ ] Ensure meeting location provides privacy and dignity
During the Meeting
[ ] Clearly state the decision is final
[ ] Provide specific reason(s) for termination
[ ] Explain when final pay will be received
[ ] Review benefits continuation (COBRA)
[ ] Present severance offer (if applicable)
[ ] Collect company property (keys, badges, credit cards, etc.)
[ ] Explain next steps and exit process
[ ] Allow employee to ask questions
[ ] Document the meeting conversations and outcomes
Immediate Post-Meeting
[ ] Escort employee to desk to collect personal belongings
[ ] Maintain employee's dignity during exit
[ ] Collect all company property not yet returned
[ ] Deactivate building access
[ ] Have IT disable system access
[ ] Change relevant passwords if necessary
[ ] Notify reception/security of access revocation
Administrative Tasks
[ ] Process final paycheck according to state law requirements
[ ] Submit COBRA notification
[ ] Document termination reason in personnel file
[ ] Update org charts and company directory
[ ] Transfer employee's ongoing work and responsibilities
[ ] Process any expense reimbursements due
[ ] Set calendar reminder for unemployment response deadline
[ ] Schedule team meeting to address transition (without discussing specifics of termination)
Communication Management
[ ] Prepare statement for team members (respect privacy while being transparent)
[ ] Notify key clients/customers who worked with employee
[ ] Update email auto-response for former employee
[ ] Notify vendors/external partners as needed
[ ] Update telephone routing/voicemail
Follow-up Tasks
[ ] Track return of any company property not collected on termination day
[ ] Monitor for any unauthorized system access attempts
[ ] Process severance payments according to schedule (if applicable)
[ ] Address any subsequent questions from terminated employee
[ ] Respond to reference check requests according to company policy
[ ] Monitor social media/professional networks as appropriate
[ ] Conduct a post-termination review of the process
Notes on Special Circumstances
[ ] Remote employee termination considerations completed
[ ] International employee termination requirements addressed
[ ] Accommodation needs during termination process met
[ ] Industry-specific notification requirements fulfilled
Completed by: __________________________ Date: __________
HR Review: __________________________ Date: __________
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