Termination Checklist

A termination checklist is important to have because it ensures that all loose ends are tied up when an employee leaves the company. This includes things like final paychecks, returning company property, and ensuring that all files and documents are properly archived. Having a termination checklist can help avoid any confusion or conflict after an employee has left.

Details for Termination Checklist

1. Give the employee their final paycheck and any accrued vacation pay.

Make sure to provide the employee with their final paycheck, including any accrued vacation time. This ensures that all financial matters are taken care of and there is no confusion or conflict after the employee has left.

2. Make sure the employee has returned all company property, including keys, badges, and laptops.

Ensure that the employee has returned all company property, including keys, badges, and laptops. This prevents any missing property after the employee has left.

3. Archive all files and documents related to the employee in a safe place.

Be sure to store away employee-related files and documents so that, even after they leave, you can still have access to this information.

4. Confirm that the employee's email account has been deleted or turned over to another user.

When an employee leaves their job, make sure to delete their email account or give it to another user. This will protect any confidential information from being accessed by people who shouldn't have it.

5. Update the HR system with the employee's departure date and final position/title.

By updating the HR system with an employee's final position and departure date, you can ensure that all records are accurate for any future references.

6. Notify IT of the termination and delete the employee's profile from all systems

.To protect company information, IT must be notified of the termination and employee profiles should be deleted from all systems. This will remove any electronic trace of the individual from company computers and databases.

7. Remove the employee from all mailing lists and social media groups.

Remove the employee from all mailing lists and social media groups. This helps to prevent any future communication with the former employee.

8. Coordinate with security to ensure that access is terminated for the former employee's office building, parking lot, etc.

In order to make sure the former employee cannot come onto company property, it is important to coordinate with security and end their access to things like the office building and parking lot.

9. Disconnect any services (cell phone plan, internet service, etc...) that were set up for the former employee.

To prevent any future issues, make sure to cancel or suspend all services (cell phone plan, internet

10. Send a farewell email to colleagues thanking them for their support during the transition period

By sending a farewell email, you are not only being kind, but also potentially building goodwill and maintaining positive relationships with former employees. Additionally, it sends a message of appreciation for the support of colleagues during what may be a difficult time.

FAQ for Termination Checklist

What is the purpose of the termination checklist?

The termination checklist is designed to help manage the process of terminating an employee in a clear and concise manner. By following the steps listed in the checklist, employers can minimize potential conflict and ensure that all necessary steps are taken to protect the company's interests.

What should be done with company property when an employee is terminated?

Employers should ensure that all company property, including keys, badges, and laptops, are returned to the company before the employee leaves. This helps to prevent any missing property after the termination.

How should files and documents related to the terminated employee be archived?

Files and documents related to a terminated employee should be archived in a safe place. This ensures that all information is tracked and taken care of properly after the employee has left.

What should be done if an email account associated with the terminated employee is still active?

Email accounts associated with a terminated employee should be deleted or turned over to another user. By doing this, it secures confidential information and prevents individuals who are not supposed to access it from doing so after the termination.

How should HR records be updated following a termination?

HR records should be updated with the departure date and final position/title of the terminated employee. This ensures that all HR information is accurate and up-to-date for future reference.

What is the process for notifying IT of a termination?

The process for notifying IT of a termination typically involves deleting the employee's profile from all company systems. This helps to prevent any future access to company information by the former employee.

How can an employer ensure that all communication with a terminated employee is ended?

An employer can ensure that all communication with a terminated employee is ended by removing them from all mailing lists and social media groups. This helps to prevent any unwanted contact in the future.

In Summary

A termination checklist can be very useful in ensuring that the process of terminating an employee is done in a clear and concise manner. By following the steps listed in the checklist, employers can minimize potential conflict and ensure that all necessary steps are taken to protect the company’s interests. However, there are some things to avoid when terminating an employee, such as notifying IT of the termination, which can have negative consequences for the company.