Sample Termination Checklist

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Sample Termination Checklist (downloadable pdf) by Canada's HR Council. Preview: Please note that these checklists are to be used as a guide for terminations; however variations or additional steps may apply. Terminations: Termination is when an employee departs from an organization; it is the end of the employment relationship.

  • Review details of the termination situation with human resources and/or legal counsel, as required.
  • Determine the date benefits coverage and insurance will cease.
  • Notify the benefits provider and insurer / complete and submit benefit and insurance forms to terminate coverage.
  • Determine and pay vacation for accrued days.
  • Ask the employee to return:
    • Office keys/codes/swipe cards
    • Company supplies (cell phone, credit card, laptop)
    • Parking pass
    • Passwords
    • Documents
  • Disconnect computer access.
  • Remove / redirect employee's email access and voicemail.
  • Remove building access.
  • Ensure final expense reports are submitted and paid.
  • Prepare final paycheque.
  • Provide Record of Employment (ROE) after final paycheque is issued.
  • Update phone directories, staff lists and website.
  • Communicate employee departure to staff.
  • Reassign files / projects.

Specifics for Voluntary Termination: Voluntary termination is when an employee initiates the termination by resigning from his or her job.

  • Schedule and conduct an exit-interview, if the employee is willing to do so, in a private meeting room.

Specifics for Involuntary Termination: Involuntary termination is when an employer initiates the termination either with or without cause.

  • Ensure that a private meeting room or office is available for the meeting where there will be no interruptions. (A neutral location is best.)
  • Schedule a meeting with the employee.
  • Prepare and sign all documentation (i.e. termination letter).
  • Prepare notes and/or practice what you will say at the meeting.
  • Have two people (including a witness) present at the termination meeting.
  • Inform the employee of the reason for their termination (with or without cause) and effective dates.
  • Provide and review the termination letter with the employee.
  • Ensure the employee signs the release form, if applicable.
  • Make arrangements for the employee to collect their personal belongings. This can be done immediately or schedule a later time (possibly after hours to allow some privacy).
  • Notify the Information Technology department to disconnect computer access. For security purposes, generally employees are not allowed to access their computers following their termination.
  • Offer to have any personal files on their computer downloaded for the employee to pick up at a later time.
  • Ensure the employee can get home safely. The employee may not be in the right mental state to drive; therefore, consider offering a drive home by someone else, a taxi chit, etc.)