Employee Separation Form Template
Create a professional separation process with ease
Handling an employee's departure can be complex and emotional, but this Employee Separation Form template simplifies the process for you. Designed for HR professionals and managers, it ensures a smooth and compliant separation experience. With this template, you can easily collect necessary information, create professional documentation, and maintain accurate records, making the transition seamless for both parties. Plus, it includes WCAG-aligned labels to enhance accessibility. Try using the live template to see how easy it can be!
When to use this form
Use this employee separation form when an employee resigns, retires, is laid off, or is terminated. It helps HR, managers, payroll, and IT capture the last day, reason, rehire status, final pay, and asset returns, so you can close out records and reduce risk. Trigger follow-up tasks with the Employee offboarding checklist form. If you need to gather feedback on culture and management, pair it with the Employee exit interview form or an Exit survey form. For seasonal or high-turnover teams, standardizing this process helps you respond to unemployment claims and document compliance. For sensitive exits, you can limit access and route approvals, ensuring equipment, badges, and accounts are collected and deprovisioned on time.
Must Ask Employee Separation Questions
- What is the employee's last working day and termination effective date?
Clear dates let you calculate final pay, benefits end, and any COBRA timelines. They also schedule account deactivation and badge return at the right time.
- What is the primary reason for the separation?
Reason codes (resignation, layoff, termination for cause) support compliance and unemployment responses. They also signal whether to invite the employee to the Employee exit interview survey form to capture actionable feedback.
- Which company assets and system access must be returned or revoked?
Listing laptops, keys, credit cards, and apps reduces security and data loss risk. It gives IT and facilities a clear checklist to work from.
- Is the employee eligible for rehire? If not, why?
Rehire status guides future recruiting and prevents inconsistent decisions. Documenting the reason protects your organization if disputes arise.
- What final pay items apply, and how should they be delivered?
This captures unused PTO, commission, expenses, and severance, plus delivery method and address. Pair it with the Employee exit form to collect banking details and acknowledgments.
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