Employee offboarding checklist template

Employee termination checklist

{This template contains helpful questions to ask yourself, your company, or your employee to help keep your company in ethical conduct in the event of termination. Remember, this list is used for reference purposes only.}

1. Voluntary termination checklist

A voluntary termination is a termination initiated by an employee. It is when an employee decides to leave their job for reasons such as relocation, retirement, job change, etc.

• Request for a written resignation letter.
• Notify the HR department, benefit plan administrator and payroll of all necessary details (e.g., last day, employee name / ID, etc).
• Retrieve keys, access codes, computers, hardware, or other access objects.
• Have them sign a non-disclosure form if applicable.
• communicate their parting benefits to them. This would include their final pay, bonuses, insurance, etc.
• Provide an address update form to fill out if the employee moves. 
• Verify the employee’s emergency contact. (Keep their details as they may come back as boomerang employees)
• Communicate the departure of the employee to other staff.
• Provide them with a recommendation letter.
• Give the employee a voluntary termination form to complete. This form should include a reason(s) for the resignation section, a section for the rating of the company’s performance. Address the issues raised in the voluntary termination form. (This could be done via an exit interview.)

2. Involuntary termination checklist

An involuntary termination is the termination of an employee initiated by the employer. It is when an employee is fired or dismissed for performance-related issues, breach of company policies, etc.

Employer personal checklist

• What are the termination laws and regulations in my country? ( For instance, most countries deems termination based on race, gender, work-related sickness, etc illegal)
• What are the company’s termination policies that I must follow before firing an employee? (e.g. disciplinary procedures stated in employee handbook) 
• Am I acting without bias, in good judgment, and without discrimination? 
• Have I given my employee a fair hearing and a chance for improvement?

Firing checklist

Step 1 - Distribute company policies & procedures

• Distribute employment policies through an employee handbook (here’s an employee handbook template).
• Collect a signed copy of the employee handbook receipt from each employee.

(Tip: You should consider posting the handbook online so that your employees access it if they lose their copy.)

Step 2 - Follow disciplinary procedures 

• In the event of a violation, inform the employee and document the infraction in their personnel file.
• Have them sign an acknowledgment of their infraction.
• Provide them with the opportunity to improve on their mistakes - a good manager allows their employees to learn and grow in their roles
• If violation reoccurs, document the infraction, and notify the employee. (Conduct an investigation if necessary)

(Tip: Regular discussions with management will help employees understand their roles better and prevent repeated offense)

Step 3 - Determine employee’s penalty

• Evaluate the employee’s value and contribution to the company.

• Voluntary termination checklist to prepare and handle an employee resignation.
• Employer personal checklist to self-review before going ahead with the termination.
• Involuntary termination checklist including firing and layoff to prevent any legal issues with your employee.

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  The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
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  Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
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  Print out for easier handling and communication with your team.