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