Employee Termination Document

Employee Termination Document


In order to cover your bases and prevent any unexpected legal action when you fire an employee, it’s important that you take the time to document everything. You also should follow a standardized termination process. Use this document to terminate an employee.

Employee Termination


  • Without notice or reason
  • Another Job
  • Relocation
  • Illness
  • Marriage
  • Working Conditions
  • Work Schedule
  • Problem with Supervisor
  • Problem with Co-worker
  • Personal Problem
  • Return to School
  • Retirement
  • Refused Suitable Work
  • Pay
  • Enlisted in Armed Forces
  • Other


  • Absenteeism
  • Insubordination
  • Violation of Rules
  • Lack of Work
  • Intoxicated
  • Tardiness
  • Unsatisfactory Performance
  • Refusal to Follow Instruction
  • Job Eliminated or Changed
  • Involuntary Retirement
  • Other

Explain reason given above in detail

Employee’s statement of reason for termination.

Employee Termination Checklist

Type of Termination

  • Voluntary
    • Employee provides resignation letter, send copy to the Human Resources
    • Verbal resignation, supervisor should provide to employee confirmation of
    • Resignation in writing, send copy to Human Resources
  • Involuntary

• Lay off
• Termination for cause
• Death
• End of the inactive status period

Review Agreements

  • Employment Agreement
  • Non-compete and non-solicitation Agreement
  • Intellectual Property Agreement
  • Confidentiality Agreement

Return Company Property

• Corporate credit card
• Keys
• ID badges
• Parking permit
• Computer & cables
• Company phone
• Company books and materials
• Any other company-owned equipment

Permissions / Access Termination

• Disable employee building or property access
• Reset Passwords
• Close accounts (general and position specific)
• Forward emails or set up auto-response
• Backup files

Final Things To Do

• Obtain signed Termination Notice (if applicable)
• Request final check(s) for wages, vacation, stock options, and other legally required compensation
• Prepare COBRA notice
• Discontinue 401k contributions and matches
• Discontinue Life/Disability Insurance
• Exit interview
• Update HRIS and other employee files
• Other