These templates cover termination letters, checklists, meeting scripts, and more.
Purpose: Provide an official written notice of termination to the employee.
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Termination of Employment
Dear [Employee Name],
After careful consideration, we regret to inform you that your employment with [Company Name] will end, effective [Termination Date].
Reason for Termination:
[Insert reason, e.g., "due to a violation of company policy," "due to performance issues," or "due to company restructuring."]
Final Pay and Benefits:
- Your final paycheck, including [e.g., unused PTO, bonuses], will be issued on [Insert date].
- Your health benefits will remain active until [Insert date].
- Information regarding COBRA and other benefits will be provided separately.
Company Property:
Please ensure that all company property (e.g., laptop, access cards, mobile devices) is returned by [Insert date].
If you have any questions regarding your termination, final pay, or benefits, please contact [HR Contact Name] at [Insert contact info].
We appreciate your contributions during your time with us and wish you the best in your future endeavors.
Sincerely,
[Your Name]
[Your Position]
Purpose: Ensure all steps in the termination process are completed.
| Task | Responsible | Due Date | Status |
|---------------------------|-----------------------|--------------------------|-----------------------|
| Prepare termination letter| HR Team | [Insert date] | Completed |
| Notify IT for access removal| IT Team | [Insert date] | Not Started |
| Collect company property | Manager | [Insert date] | In Progress |
| Schedule termination meeting | HR Team | [Insert date] | Completed |
| Process final paycheck | Payroll Team | [Insert date] | Scheduled |
| Provide benefits info (COBRA, etc.) | HR Team | [Insert date] | Not Started |
Purpose: Guide managers and HR through the termination conversation.
Opening:
- “Hi [Employee Name], thank you for meeting with me. I have some difficult news to share regarding your employment with [Company Name].”
Reason for Termination:
- “After evaluating [specific reason, e.g., your performance, the needs of the business, etc.], we have decided to end your employment, effective [Termination Date].”
Details on Final Pay and Benefits:
- “Your final paycheck will include [e.g., any earned salary, unused PTO, etc.] and will be processed on [Insert date].”
- “Your health benefits will remain active until [Insert date]. You will receive information about continuing coverage under COBRA shortly.”
Next Steps:
- “We will need you to return any company property, including [list items], by [Insert date]. IT will also disable your access to company systems.”
- “We are here to support you during this transition, and you can contact [HR contact] with any questions.”
Closing:
- “I know this is not easy, and I want to thank you for your contributions to the team. If there’s anything you need or any questions you have, please let us know.”
Purpose: Gather feedback from the employee about their experience with the company.
| Question | Response |
|---------------------------|-----------------------------------------------------------------------------|
| "What motivated your decision to leave the company?" | [Open text response] |
| "What did you like most about working here?" | [Open text response] |
| "Were there any challenges or frustrations in your role?"| [Open text response] |
| "What suggestions do you have for improving our workplace?"| [Open text response] |
| "Would you consider returning to the company in the future?"| [Yes/No] |
Purpose: Document terms for an amicable separation and protect the company legally.
[Your Company Letterhead]
[Date]
[Employee Name]
Subject: Separation Agreement
Dear [Employee Name],
This Separation Agreement outlines the terms of your departure from [Company Name]. Please review the terms below:
Termination Date:
[Insert date]
Final Compensation:
- [Insert details of final pay, including unused PTO or severance.]
Return of Company Property:
- All company property must be returned by [Insert date].
Confidentiality:
- You agree to maintain confidentiality regarding [Insert relevant company information].
Release of Claims:
- By signing this agreement, you release [Company Name] from any claims related to your employment or termination.
Please sign and return this agreement by [Insert deadline] to indicate your acceptance of the terms.
Sincerely,
[Your Name]
[Your Position]
Employee Signature: ____
Date: ____
Purpose: Ensure clarity and documentation for final paycheck details.
| Employee Name: | [Insert name] |
| Termination Date: | [Insert date] |
| Pay Details: | | Item | Amount | |
| | | Final Salary | $[Insert amount] | |
| | | Unused PTO | $[Insert amount] | |
| | | Other Payments | $[Insert amount] | |
| Total Pay: | $[Insert total amount] |
| Employee Signature: | ____ |
| Date: | ____ |
Purpose: Ensure all IT access and accounts are deactivated upon termination.
| Task | Responsible | Due Date | Status |
|---------------------------|-----------------------|--------------------------|-----------------------|
| Disable email account | IT Team | [Insert date] | Not Started |
| Revoke system access | IT Team | [Insert date] | In Progress |
| Retrieve hardware | IT Team/Manager | [Insert date] | Not Started |
| Change system passwords | IT Team | [Insert date] | Scheduled |
| Archive user data | IT Team | [Insert date] | Not Started |
Purpose: Inform employees about their health insurance continuation rights.
Subject Line: COBRA Coverage Information for [Employee Name]
Body:
Dear [Employee Name],
As part of your separation from [Company Name], we want to provide information about continuing your health benefits under COBRA.
Details:
- Your current health benefits will remain active until [Insert date].
- COBRA coverage allows you to extend your benefits for up to [Insert duration, e.g., 18 months].
You will receive detailed instructions on how to enroll in COBRA benefits shortly. If you have questions, please contact [HR contact] at [Insert contact info].
Best regards,
[Your Name]
[Your Position]
Purpose: Provide employees with a fair process to appeal a termination decision.
| Employee Name: | [Insert name] |
| Termination Date: | [Insert date] |
| Reason for Appeal: | [E.g., "I believe the decision was unfair due to [specific reason]."] |
| Supporting Evidence: | [List evidence or attach documents supporting the appeal.] |
| Desired Outcome: | [E.g., "Reinstatement of position" or "Reconsideration of decision."] |
| Employee Signature: | ____ |
| Date: | ____ |
Purpose: Document details of the termination process for legal and HR records.
| Employee Name: | [Insert name] |
| Position: | [Insert position] |
| Termination Date: | [Insert date] |
| Reason for Termination:| [E.g., performance issues, company downsizing, misconduct.] |
| Steps Taken Prior to Termination:| - [E.g., Verbal warnings issued on [dates].]
- [E.g., Performance Improvement Plan initiated on [date].] |
| Final Checklist Completed:| [Yes/No] |
| Notes/Comments: | [Insert additional details about the termination process.] |