23+ Employee Termination Templates
It is never an easy thing whenever an employee has to be terminated. It could be because an employee has managed to commit a serious violation against a particular company policy or it is because the employee simply wishes to find better opportunities to improve his or her career.
So, when it is time for you to deal with the termination process, there are procedures that you have to follow to ensure that you do not get into any serious problems such as facing legal issues for wrongful termination. You may also like letter of termination templates
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What should be on your termination checklist?
While there are many positive and negative reasons for employees to leave your company, you have to make sure that you follow the right procedures if you want to make sure that you are terminating an employee in a manner that will not involve any legal actions. So, here are the things that you need to have on your simple checklist to help ensure the employee exit process goes as smoothly as it should:
1. Notify human resources
As soon as you are aware that an employee is about to leave the company and he or she has submitted a resignation letter, then you should immediately notify human resources. If the employee tells you of his or her intention to leave the company and does not provide you with a resignation letter, then you will have to ask the employee provide you with one that states the reason as to why he or she is leaving and the final date of employment.
Usually, employees should give you at least a two-week notice so that you will have enough time to prepare for their eventual departure, so try to make sure that the employee understands that.
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2. Notify your network administrator
As soon as you find out that an employee is going to leave your company, then you have to notify your network administrator or another staff member with a similar position of the date and time that he or she will need to terminate the employee’s access to the company’s computer and telephone systems. Be sure that you take all of the necessary precautions to ensure that the general employee will no longer have any access to your company’s confidential information.
Doing this will help guarantee that your company is safe from any potential harm that the resigning employee may do should he or she still have access to important company files. You should also make arrangements on how the employee’s account will be routed to ensure that your company will not lose contact with clients and customers.
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3. Disable the employee’s building and property access
The moment the employee is going to leave your company for good, you have to disable his or her access to your company’s building. You do not want someone who is no longer working for you to know all about what is going on inside the office as he or she could use whatever information that he or she finds and hand it over to your competition, compromising your entire business.
Depending on your company’s access methods, you will need to disable your employee’s building entry code, take care of the employee’s entry card, or take back whatever company keys that are in the employee’s possession. You may also see sample termination letter templates
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4. Return of company property
Exiting employees are required to hand over all company property that is currently in their possession. This is everything from company books, keys, ID badges, cellphones, computers, and any other items that are owned by your company. You do not want the employee to have continued access to these items as this may allow them to obtain important company information that could very well do harm to your business. So, make sure that you are able to get back everything that is in the employee’s possession. You may also like free termination letter templates.
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5. Remove or change passwords
While this has been said many times before, company information is something that should always be protected no matter what. So, it would make perfect sense that you would have to change all the passwords to all the accounts that the exiting employee has access to. You have to state that the departing employee will need to provide their direct general supervisors with all the passwords and any other information pertaining access to computer files and even telephone messages.
This means that whatever company email your employee has or whatever network they are using on your company system, you need the passwords to them so that you can have them changed before the employee walks out your door for good.
6. Status of vacation time and unused sick time
Employees that are to be terminated are paid to a maximum of 30 days for unused, accrued vacation time. If the employee has used time that has not yet been accrued, then payment to the company for this time will be subtracted from the last paycheck.
Basically, you pay for any unused vacation time that the employee has not yet used before his or her basic termination and you subtract a certain amount from the employee’s final paycheck if the employee has taken time off if he or she no longer has vacation leaves. This is to ensure that the employee is properly compensated. You may also see word termination letters
7. Benefits status letter
Upon the termination of the employee, they will be sent a letter from Human Resources that will outline the status of their benefits once they leave the company. This will include everything such as life insurance, retirement plans, expense account plans, and even health coverage. You want to make sure that the employee will be able to acquire all of this information as this is something that they need to know before they exit your company.
8. Repayment of advances
Any unpaid basic payroll advances will be deducted straight from the exiting employee’s final standard paycheck immediately. So, basically, if an employee asked for an advance on his or her salary that has yet to be deducted, then all you have to do is deduct the amount straight from the employee’s final pay. You do not want the employee to get away with more money than he or she deserves, so make sure that you go through the company payroll to get the numbers right.
9. Repayment of money owed to the employee
If the employee has made any expenses for the purpose of company-related business such as travel expenses or mileage expenses, then make sure that he or she has submitted an expense report outlining all of these. Once you are able to validate that the employee has indeed made the expenses for the sake of the company, then you may be able to properly reimburse him or her. Also, any unpaid commissions or bonuses should be added to the employee’s final paycheck.
10. Review of the non-compete agreement or confidentiality agreement
If you have had the employee sign any of these documents during his or her initial basic employment, then you have to review this with the exiting employee so that he or she knows what to expect if he or she were to ever violate them. Even if the exiting employee has never signed such a document, there should be at least information regarding that he or she must not share any important company information with competitors within your employee handbook. T
here should be a clause or a code of conduct paragraph about not sharing company confidential information or trade secrets. Go over this with the exiting employee and remind him or her that any breach of this confidentiality will be addressed with the proper legal actions. You want the exiting employee to know that this is something that will not be taken lightly. Plus, this is to ensure that your company is well-protected from anything or anyone that could possibly do harm to your business. You may also like agreement termination letters
11. Conduct a confidential exit interview
Before the employee leaves your company for good, encourage him or her to participate in an professional interview with the Human Resources department. Remember that something like this has to be confidential as the employee may feel uncomfortable with sharing his or her reason for leaving with others. Tell the employee that whatever will be discussed during the exit interview will not be leaked to those who are not involved. This way, you can convince the employee to push through with it.
When notified that an employee is terminating employment, your HR office will schedule an exit interview. The reason for conducting one is so that you will be able to learn about what the employee has thought about your company during his or her time in it. This way, you will be able to learn about all of the problems in the workplace that you are unaware of, or issues of the entire business in general, and fix them.
12. Written permission for reference checking
Exiting employees who plan to seek other employment will need to sign a form that will give you and your company permission to provide reference information to any potential employers that may call you. You want to make sure that your employee has it signed so that you are legally allowed to share whatever information that the employer needs from you. Just remember that you should only share what is asked from you or provide information that will help potential employers learn about the nature of the exiting employee. You may also see termination letter format templates
13. Creating reference letters
There are times when an exiting employee will ask if you can provide them with a reference letter so that they can use it to submit to their next employer. You always have the option to decline as you are not exactly required by law to give the employee a reference letter upon his or her exit from your company. But, if you really think that the employee deserves it, then you can provide him or her with one.
If you are going to make this, be sure that you include all of the necessary information that the next employer is going to need such as the employee’s salary, job title, date of employment, and more. If you are lacking important information, then your general reference letter will be close to useless. So, just go over it and make sure that everything needed is in there. Also, be sure to sign it and provide your contact information to help the exiting employee’s potential employer in validating whatever information is in there.
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What you should not do during the termination process
Firing an employee is always a stressful thing. It can take a toll on both the employer and the employee, and nobody wants to go through it. But, sometimes, it has to be done if the employee is causing too many problems for your business, or if the employee has finally decided that it is time to further his or her career.
There are also a couple of things that you have to do to ensure that the termination process goes smoothly, and ensure that you will not be facing any legal actions because of not following the proper termination procedures. So, here are a list of things that you should not do upon terminating an employee:
1. Do not fire an employee unless you are meeting face-to-face
You want to fire an employee in a decent manner, and that means general meeting with him or her and going over why he or she has to be simply terminated. Send a letter notifying the employee about his or her termination meeting, but do not send a letter stating that he or she is to be fired on the spot. This can just end up really badly for you and your business, especially with the rise of social media nowadays.
The fired employee can post about how unfair it was that he or she was fired without final warning, and this news will spread all around his or her circle of friends and family, giving your business a bad image and reputation.
2. Do not fire an employee without warning
Nothing will frustrate an employee more than being fired without any reason. Unless the employee has engaged in acts that has seriously jeopardized the business, he or she retains all rights to a reasonable explanation as to why he or she is going to be fired. The employee needs to experience performance feedback and coaching while he or she has been employed in your company. If your employee was fired due to poor performance, then at least you have a valid reason which you are able to state. Also, before you actually fire the employee, you need to know the reason as to why he or she needs to be terminated.
So, if it is a matter of employee bad performance as previously mentioned, then you have to state that upon his or her general termination. If you think that the employee is still able to improve, then you have to provide whatever assistance you can to support and encourage the employee. Document all of the steps that were taken during the employee’s improvement process so that both you and the employee have a record of what has happened during every step.
If you just fire an employee without any general warning whatsoever, then you will be facing charges such as unfair termination or possibly even discrimination charges. You do not want to deal with these kinds of problems as this will just put your business at risk. So, make sure that you have a valid reason for terminating an employee and that you have the documents or any pieces of information to prove it. You may also like job termination letter
3. Do not fire an employee without a witness
The best thing that you could possibly do is have a second employee stand as a witness during a termination meeting. This will give you an individual who hears and participates in the employee basic termination in addition to the manager. Plus, having this second employee is really useful in collecting any information that may have been missed by the manager, or he or she can provide you with ample evidence in the event that the employee is terminated due to poor performance in the workplace. You may also see Free Termination Letter Templates
The witness is usually one that comes from Human Resources, considering that people from this particular department are experienced in handling employee terminations, and they are the ones who provide a lot of insight into why the employee has to be terminated, and can ensure that you follow the proper termination procedures. You may also like Company Termination Letter Templates
The HR person can also ensure that employees are treated fairly, equally, and with professionalism across departments and individual managers. Although this limits how you can fire employees, they can at least make sure that you follow the procedures to ensure that there will not be any charges against you. Also, if you want to ensure that things go well, you can have the second employee provide you with a witness statement that he or she can sign to prove that the information in it shows exactly what took place during the termination meeting.
4. Do not supply a lengthy rationale and examples for why you are firing the employee
If you have documents that show the employee’s poor performance and if you have provided frequent general feedback, then there is no real need for you to rehearse why you are so dissatisfied with how the employee has been working in your company. Doing this will not do the two of you any good, and it will just come off as cruel on your end. You may also like types of termination letters
Yet, before employees get fired, they will always ask you why they are being fired. So, you have to prepare an honest answer and one that completely summarizes the employee’s situation in full detail and without any blame. You may also see formal termination letters
No matter how you are going to fire an employee, you want to make sure that he or she is able to retain his or her dignity. So, you can say something like, “We have already discussed your performance issues. Unfortunately, we are going to have to terminate your employment because your current level of performance does not meet the standards that have been set out by the company.
We wish you well in your future endeavors and we believe that you will find other job opportunities that will make use of your skills and knowledge. We can say with confidence that you have the talent to be able to locate a position that can make use of what your strengths.”
Something like this should help soften the blow upon the employee’s termination.
5. Do not let the employee believe that the decision is not final
Some employees think that they will not actually get fired even though they have already broken a few rules within the company. They believe that they can just do anything they can to affect your decision. So, you have to do your part to show your employees that once you have made a decision to simply terminate them, you are going to push through with. You may also like letter of termination templates
You have to carefully prepare how the official termination meeting is going to go. You have your reasons for firing the employee and it is up to you if you want to provide all of them (although it is better that you do). It is also best that you have a co-worker to support you in this particular situation as he or she can jot down everything that takes place during the effective meeting.
Approach the official meeting with kindness and concern, but you should also do it in a manner which shows that you are straightforward and that you stand by your decision. If you show that you are unsure about your decision, then this will give the employee false hope that he or she still has a shot at remaining in your software company.
After you have done an initial greeting with the employee, tell the employee that the purpose of the formal meeting is to inform him or her of your decision to terminate his or her general employment, which is final.
If you would like to learn more about this particular topic or anything else that is related to it, then all you have to do is go through our site, find the articles that you know can help you, and utilize whatever information that you are able to gather to assist you and your business. You may also see termination letters
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