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Employee Termination Form Template

Effortlessly Formalize the Employee Termination Process

Notifying an employee about their termination can be a sensitive task, but it doesn't have to be overwhelming. This Employee Termination Form Template helps HR managers and business owners convey termination details clearly and professionally, ensuring a respectful approach. By using this template, you can streamline documentation, maintain compliance, and reduce confusion during the transition, making the process smoother for everyone involved. Experience the ease of customizing this live template and ensure your termination communications are handled with care.

Use this Template (FREE) Live Preview
Company/Organization name
HR or manager contact full name
Contact email
Employee full name
Employee ID (if applicable)
Job title
Department
Start date
Last day worked
Employment type
Full-time
Part-time
Temporary
Contractor
Intern
Seasonal
Other
Please Specify:
Type of separation
Voluntary resignation
Involuntary - performance
Involuntary - misconduct
Involuntary - redundancy/layoff
End of contract
Mutual separation
Retirement
Other
Please Specify:
Reason for separation (brief summary)
Was notice provided by either party?
Yes
No
Termination meeting date
Eligible for rehire
Yes
No
Conditional
To be determined
Final paycheck delivery method
On last day
Direct deposit
By mail
Pick up
Other
Please Specify:
Accrued PTO to be paid out
Yes
No
Not applicable
Severance offered
Yes
No
Not applicable
Mailing address for final documents (e.g., tax forms, benefits notices)
Benefits/COBRA information discussed
Yes
No
Not applicable
Company property returned today (select all that apply)
Please Specify:
Outstanding property to be returned
Yes
No
Account and system access status
Disabled
Scheduled to disable
Not applicable
Knowledge and data handover status
Completed
In progress
Not applicable
Exit interview status
Completed
Scheduled
Declined
Not applicable
Any ongoing investigations related to the employee
Yes
No
I confirm the information in this form is accurate to the best of my knowledge
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Employee full name
Employee signature
Date signed (employee)
Manager or HR representative full name
Manager or HR representative signature
Date signed (manager/HR)
Employee acknowledgment status
Signed
Declined
Not present
Not applicable
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paper art illustration depicting an employee termination form with a professional design for a template article

When to use this form

Use this form whenever you end an employment relationship, whether for performance, layoff, redundancy, or contract end. HR and managers benefit by capturing dates, reasons, final pay details, eligibility for rehire, asset return, and IT access removal in one place. It keeps records consistent, reduces risk, and speeds offboarding. For task follow-through, pair it with the Employee offboarding checklist form. If you also run closing conversations, add the Exit interview form to gather context. You can route departing staff to the Employee exit form to confirm acknowledgments and contact details for tax documents. In seasonal or probationary exits, the form ensures fair, repeatable steps and clear documentation.

Must Ask Employee Termination Questions

  1. What is the final working day and the reason for separation?

    This anchors your record for payroll, benefits cutoff, and compliance reporting. Clear reasons support consistent decisions and reduce disputes.

  2. What notice was given, and by whom (employee or employer)?

    Notice details affect final pay timing, severance, and unemployment claims. They also show that you followed policy and local law.

  3. Which company assets and system access must be returned or revoked?

    Listing badges, laptops, accounts, and tools prevents data loss and security gaps. It also signals IT and facilities to act on time.

  4. What outstanding pay items remain (unused PTO, commissions, expenses), and how will you deliver the final paycheck?

    Capturing these items avoids underpayment or overpayment. Delivery method (mail, direct deposit, pickup) avoids delays and disputes.

  5. Is the person eligible for rehire, and what is the handover plan for their duties?

    Rehire status guides future recruiting and references. A brief handoff plus insights from the Exit survey form helps managers cover work and improve retention.

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