Real Estate Employee Termination Checklist

This Real Estate Employee Termination Checklist is designed to guide you through each step of the process, ensuring that you conduct terminations in a manner that is professional, compliant with legal standards, and reflective of your company's values. By following these steps, you can navigate the complexities of employee termination with confidence, minimize potential legal risks, and maintain a positive work environment.

1. Initial Procedures

The Initial Procedures section is foundational to the termination process. It ensures all actions are in compliance with legal standards and company policies. This phase sets the tone for a respectful and orderly transition, safeguarding both the company's and the employee's rights.

Notify HR Department of employee termination date and reason.
Review employment contract and company termination policy.
Consult with legal counsel to ensure compliance with local labor laws.
Prepare a detailed termination letter, including the reason for termination and effective date.
Schedule a termination meeting, choosing a time and setting that ensures privacy and dignity.

2. Property Retrieval

Retrieving company property in a timely and organized manner is crucial to maintaining operational integrity. This step involves collecting all physical and digital assets the employee had access to, ensuring no company resources remain with the departing employee.

Retrieve company-owned equipment from employee.
Collect keys to any properties managed by the employee.
Secure any company-owned vehicles or parking passes.
Ask for company credit cards and other financial instruments.
Retrieve any company-provided mobile devices and accessories.

3. Database Access & Security

Prefatory Statement: Protecting sensitive company information and client data is paramount during an employee's departure. Immediate actions must be taken to prevent unauthorized access, ensuring the continuity and security of business operations.

Disable employee's access to company databases.
Revoke login credentials for all company systems.
Change passwords for any shared accounts or systems.
Remove employee from all access groups and email lists.
Notify IT department to monitor for any suspicious activity post-termination.

4. Payroll and Benefits handling

Finalizing the employee's payroll and benefits is a critical step that must be handled with accuracy and empathy. It's important to ensure that all financial obligations are met and that the employee is aware of how their benefits will be managed moving forward.

Calculate and process final paycheck including any owed commissions.
Discuss remaining benefits with employee.
Provide information on COBRA or equivalent healthcare continuation options.
Address any outstanding expense reports or reimbursements.
Provide documentation for any retirement plans or stock options.

5. Exit Procedure

Conducting a professional exit interview provides valuable feedback and helps the departing employee transition smoothly. This is an opportunity to understand their experience and part ways on amicable terms, potentially saving future disputes or misunderstandings.

Conduct an exit interview to obtain feedback.
Ensure the return of all company-owned items is documented.
Provide the employee with a summary of the termination meeting.
Offer resources for job placement services if applicable.

6. Additional Notes & Reminders

Maintaining professionalism and respect throughout the termination process is essential. It not only reflects the company's values but also minimizes the risk of legal complications. Proper documentation and adherence to protocols are fundamental in achieving a seamless transition.

Always treat the departing employee respectfully to avoid any potential legal issues.
Ensure all documentation is properly stored for future reference.
Remind staff of confidentiality agreements concerning termination details.
Update the company directory and inform relevant parties of the termination.
Review and update emergency contact lists and delegation of responsibilities.

Prepared by: [Your Name]

Company: [Your Company Name]