How to Make a Termination Meeting Checklist

22It is never an easy thing whenever a manager has to discuss the possibilities of employee termination, but it is something that has to be done whenever an employee has broken company policy, continuously failed to meet expectations,  or engaged in actions that endangered the entire company and those who work for it.

So, whenever you have an employee who is becoming more of a problem for you and your business, you have to set up a simple termination meeting where you can discuss things with the employee and notify him of his termination. Here is how you can make a general checklist that can ensure that meeting proceeds smoothly.

Termination Meeting Checklist Template


Process of the termination meeting

While you are creating the checklist, make sure that the following procedures are all written down to ensure that you are able to follow the proper flow of proceeding with employee termination:

Notify human resources

From the moment you hear that the employee would like to terminate his employment or if those in upper management have decided that the employee must be terminated, then you have to notify Human Resources immediately.

Gather the employee’s official notice

If the employee states that he would like to leave the company, you must ask that person to create and submit a resignation letter which states that he is leaving as well as his final date of employment.

Notify the network administrator

As soon as you know that the employee is actually going to leave, you must then notify the network administrator of the date and time when the employee’s general company computer and possibly cellphone network access should be terminated. Make arrangements for when the contents of the employee’s account will be routed so that your business will not be losing any contact with both clients and customers. You may also see inventory checklist templates

Disable the employee’s building and property access

This should be effective as soon as the employee is leaving on the termination date. Whether the employee was terminated under mutual terms or involuntarily dismissed, you need to disable his building and property access as soon as he is officially released. This includes everything such as taking away the employee’s key card entry, disabling the employee’s building entry code, and even collecting the employee’s keys to any offices within the business establishment. You may also like event checklist templates

At the same time, you must also gather all of the company property that the employee possesses. That includes company books and materials, keys, ID badges, computers, cell phones, and any other company-owned items. One of the most important things that you must acquire from the professional employee is the password to any company account that he has access to. You do not want the employee to be able to access important company files as this may just jeopardize the business. So, once you have taken the password and transferred all important information, you may either terminate the employee’s account or you can simply change the sample password to ensure the safety of your business.

Termination Meeting

Paying the employee for unused vacation and sick time

Terminated employees are usually paid up to the maximum of 30 days for any unused and accrued vacation time. If the employee has used any vacation time that has yet to be accrued, then the payment from the company for this time is subtracted from the employee’s last paycheck.

Submission of benefits status letter

Following termination, former employees will receive a letter from Human Resources that should outline all of the benefits that the employee gains upon termination. The letter should cover life insurance, retirement party plans, health coverage, and even expense account plans.

The letter should also contain the employee’s final salary. Remember that any unpaid payroll advances will be subtracted from the employee’s final check. If there are any unpaid expenses that were made for business-related purposes (this should be noted on the company’s expense report), unpaid commissions and bonuses, then these all have to be included in the employee’s final salary paycheck.

Go over the confidentiality agreement or non-compete agreement

Discuss any confidentiality agreement or non-compete agreement that the exiting employee signed during the initial employment. These should be reviewed so that the employee understands that he may not share confidential company information with any of your competitors lest he would like to be subjected to immediate legal action.

If the employee did not sign such a document, then there should be a clause in the employee’s handbook which states that every employee must not share important company information or trade secrets with competitors.

Conduct an exit interview

Employees who wish to exit the company should be encouraged to take part in a confidential exit interview with those in Human Resources. The reason for this is to gather all of the important information regarding what the employee thought about the company’s management, what could have been done to improve it, and if there are any problems regarding the simple workplace or the entire company itself.

Write a permission for reference calling

Employees who wish to exit the company and who plan to seek other general employment must sign a form which allows the company to provide reference information should the employee’s prospective employer call.

In the event that you would like to learn more about how to create a basic checklist for a general termination meeting or anything related to the topic, then all you have to do is go through our site, find the articles that have the information that you and your business need, and utilize all of the information that you are able to gather to help you attain success.

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