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: __________