Termination Checklist

Termination is high-risk. Miss a step and you are looking at legal claims, unpaid entitlements, data breaches, or all three. Use this checklist for every termination. It does not matter how straightforward it seems.

Before the Termination Meeting

The Termination Meeting

Have HR or a witness presentGet to the point quickly. Do not spend 10 minutes building up to it.Hand over the termination letterExplain clearly: the reason, the effective date, notice arrangements, final pay, and return of equipmentTell the employee about their right to appeal if applicableGive them time to ask questionsDo not renegotiate or relitigate the decision in the roomTreat the person with dignity. How this moment is handled will be remembered.

Immediately After the Meeting

Revoke system access: email, HR systems, internal tools, building accessNotify IT to begin offboardingInform relevant colleagues and stakeholders. Share only what is necessary.Arrange collection or return of company equipmentSet up email auto-reply or forwarding as neededSecure all relevant documentation

Final Pay and Administration

Process final payslip accurately with all outstanding entitlements includedCalculate and pay any accrued but untaken holidayApply payment in lieu of notice correctly and tax it properlyIssue P45 after final pay is processedUpdate payroll and HR system to reflect the terminationCancel or transfer any benefits: health insurance, pension, car allowanceConfirm any post-employment obligations with the employee: non-compete, confidentiality

Documentation and Records

File the termination letter and all supporting documentationRecord the termination reason accurately in your HR systemRetain the personnel file in line with your data retention policyDocument any settlement agreement separately and securelyNote what reference has been agreed: what will be said and by whom

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📋 Termination Checklist

Before the Termination Meeting

The Termination Meeting

Immediately After the Meeting

Final Pay and Administration

Documentation and Records