HR managers
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Employee ID / HR System Number” in particular and adapt it to the detail you need.
Termination Checklist Template
An incomplete offboarding process creates legal risk, security vulnerabilities, and financial loose ends. This termination checklist template walks HR through every step of the employee separation process — from final pay calculations and COBRA notification to system access revocation and equipment return. Document every completed task and maintain a clear record for every departure.
Free for non-commercial projects, with unlimited forms and responses.
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About this template
Employee terminations — whether voluntary or involuntary — carry real legal and operational risk when handled inconsistently. A missed COBRA notification, an active system credential, or an unreturned laptop can create liability, security exposure, or financial loss. A structured termination checklist ensures that every separation, regardless of how it ends, is handled thoroughly and consistently.
More about this template
The best termination checklists address four distinct areas: final compensation, benefits administration, access and equipment, and documentation. Each area has its own compliance requirements and timeline — COBRA notifications have legal deadlines, final pay laws vary by state, and access revocation should often happen on the last day or even before a termination meeting. A checklist form that covers all four areas and requires a HR sign-off creates a paper trail that protects the organization if questions arise later.
formformform makes it simple to standardize this process across your HR team. Every completed checklist is stored in your dashboard as a timestamped record, and notifications ensure that the right people are alerted when an offboarding is completed. Unlike paper checklists that get filed and forgotten, digital submissions are searchable and audit-ready.
15 fields to make your own13 required in this starting form
Make it fit your workflow.
Use your own copy to change labels, remove questions and add the details you need. Try the preview alongside this guide to see what respondents will be asked.
The questions, explained
Fields in this template
Review the starting questions and choices. You can change them in your own copy.
Employee Full Name
Jane Doe
Employee ID / HR System Number
EMP-00123
Department
e.g. Sales, Engineering
Manager / Supervisor Name
John Smith
Last Day of Employment
Separation Type
8 choices
- Voluntary resignation
- Involuntary termination (performance)
- Involuntary termination (conduct)
- Layoff / reduction in force
- Retirement
- End of contract
- Death of employee
- Other
Final Pay Checklist
5 choices
- Final paycheck calculated including all hours worked
- Accrued PTO / vacation balance paid out per policy
- Commission or bonus earned confirmed with payroll
- Expense reimbursements processed
- Final paycheck delivery method confirmed with employee
Benefits Termination
5 choices
- Health/dental/vision benefits termination date set
- COBRA notification sent (within required window)
- 401(k) or retirement plan options communicated
- Life insurance and disability benefit end dates confirmed
- HSA/FSA balance communication sent to employee
Access Revocation
6 choices
- Email account deactivated
- VPN and remote access revoked
- SSO / identity provider access removed
- SaaS tool accounts deactivated (Slack, GitHub, Salesforce, etc.)
- Building access badge deactivated
- Shared passwords or credentials rotated
Equipment Return
6 choices
- Laptop / computer returned and wiped
- Mobile device returned
- Peripherals returned (monitor, keyboard, headset, etc.)
- Security badge or key card returned
- Parking pass or office keys returned
- Equipment condition documented
Documentation Completed
5 choices
- Termination letter or separation agreement signed
- Performance documentation filed (if applicable)
- Separation agreement reviewed by legal (if applicable)
- WARN Act compliance confirmed (if applicable)
- Non-disclosure and non-compete reminders provided
Exit Interview Completed?
4 choices
- Yes — completed before last day
- Yes — completed remotely after last day
- Employee declined
- Not applicable
Knowledge Transfer Completed?
4 choices
- Yes — fully completed
- Partially completed
- Not applicable (short tenure)
- Not possible (immediate termination)
HR Representative Completing This Checklist
Full name
Notes / Special Circumstances
Document any exceptions, special arrangements, ongoing legal matters, or items that require follow-up after the last day.
Where it fits
Who uses this template
Suggested uses, and why this starting point can help. Adapt the questions to your own process.
HR generalists
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Department” in particular and adapt it to the detail you need.
Small business owners
Turn initial interest into information you can review. Use the answers to prepare a relevant follow-up and decide whether the opportunity fits your work. Review “Last Day of Employment” in particular and adapt it to the detail you need.
People operations teams
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Separation Type” in particular and adapt it to the detail you need.
Office managers
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Final Pay Checklist” in particular and adapt it to the detail you need.
Department managers
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Benefits Termination” in particular and adapt it to the detail you need.
Payroll administrators
Replace scattered requests with a consistent starting point. The answers help you understand the work, identify gaps and prepare a follow-up. Review “Access Revocation” in particular and adapt it to the detail you need.
IT departments
Use this as a starting point when you need the same essential information from each person. Review the questions against your process before sharing your copy. Review “Equipment Return” in particular and adapt it to the detail you need.
What's included
Separation type classification dropdown
Final pay and PTO payout checklist
COBRA and benefits termination tracking
System access and SaaS tool revocation checklist
Equipment return documentation
Exit interview and knowledge transfer status
Legal documentation and agreement tracking
HR rep sign-off and notes field
How to create a termination checklist
- 1
Click "Use this template" to open the termination checklist in your formformform account with all sections pre-built.
- 2
Review the checklist items and customize them to match your organization's specific tools, policies, and legal obligations.
- 3
Add company-specific items — for example, your particular SaaS tools in the access revocation section, or specific equipment types your team uses.
- 4
Configure your notification email so HR leadership or the HRBP is alerted whenever a checklist is submitted.
- 5
Create a standard operating procedure (SOP) that references this form — include it in your HR team's offboarding playbook and train all HR generalists to use it.
- 6
Archive completed checklists: export submissions periodically and store them in your HRIS or document management system for audit readiness.
Best practices for your termination checklist
Complete the checklist before or on the last day
don't treat it as a post-departure administrative task. Access revocation and equipment collection should happen at the time of separation, not afterward.
Distinguish voluntary from involuntary
the process differs significantly. Voluntary resignations allow for transition planning; involuntary separations may require immediate access revocation and legal review. Use the separation type field to flag the appropriate process.
Involve IT before the last day
coordinate with IT to schedule system access revocation so it happens at the right moment, not days later when the employee's credentials could still be active.
Document COBRA notification timing
COBRA has strict legal notification deadlines (typically 14 days after termination, triggering the employer to notify the plan within 30 days). Record the date notification was sent.
Require an HR sign-off field
the person completing the checklist should be named and accountable. This prevents checklists from being submitted half-completed.
Capture notes for unusual situations
layoffs, retirements, and executive departures often have unique arrangements (severance, garden leave, equity treatment) that don't fit the standard checklist. The notes field is critical for these cases.
Audit your checklist annually
employment laws change, your tool stack evolves, and your policies may update. Review and update the checklist every year to keep it accurate.
10 form ideas you can build with this template
Voluntary Resignation Checklist
Tracks notice period, knowledge transfer, final paycheck calculation, benefits continuation, and equipment return for resignations
Involuntary Termination Checklist
Documents performance issues, termination meeting, final pay including accrued time, COBRA notification, and legal review
Layoff Offboarding Checklist
Covers severance package, outplacement services, benefits extension, reference policy, and group notification for reductions in force
Retirement Offboarding Checklist
Tracks pension/401k rollover, retiree benefits setup, company property return, institutional knowledge capture, and celebration planning
Contract End Checklist
Documents contract deliverables completion, final invoice, access removal, NDA/IP reminders, and renewal decision for contractors
Intern Program Completion Checklist
Covers final evaluation, academic credit documentation, reference offer, alumni network invite, and return offer decision
Probation Period Failure Checklist
Documents performance documentation, manager decision, HR approval, final meeting, and same-day access termination
Executive Departure Checklist
Tracks separation agreement, board notification, press release, client transition plan, and stock/equity treatment for senior leaders
Remote Employee Termination Checklist
Covers equipment shipping labels, digital access revocation, virtual exit meeting, and final expense reimbursement for distributed workers
Death of Employee Checklist
Documents beneficiary notification, final pay to estate, benefits claims assistance, memorialization, and team grief support
Frequently asked questions
What should be included in an employee termination checklist?
A complete termination checklist should cover four areas: final compensation (final pay, PTO payout, expense reimbursements), benefits (COBRA notification, 401k communication, benefits end dates), IT and equipment (system access revocation, laptop return, badge deactivation), and documentation (separation agreement, exit interview, knowledge transfer).
Is a termination checklist legally required?
A formal checklist isn't federally mandated, but many of the individual steps it covers are legally required — COBRA notification timelines, state-specific final pay laws, and WARN Act requirements for large layoffs all have compliance deadlines. Using a checklist helps ensure those obligations are met.
When should system access be revoked?
For involuntary terminations, access should typically be revoked at the moment of or immediately after the termination meeting. For voluntary resignations, it's usually revoked at the end of the last day. Consult your security policy and employment counsel for guidance specific to your organization.
How do I handle a termination checklist for a remote employee?
Remote terminations require extra coordination — equipment return involves shipping, virtual exit meetings replace in-person ones, and access revocation is even more critical since remote employees may have broader digital access. Add remote-specific items to the equipment and access sections of this template.
Can I use this checklist for voluntary resignations and layoffs?
Yes. The separation type dropdown at the top of the form lets you classify the separation type. Some steps (like severance review or legal counsel sign-off) only apply to certain types — use the notes field to document type-specific actions.
Is the termination checklist template free?
Yes, completely free. formformform lets you create, customize, and use this checklist with unlimited submissions at no cost. Each completed checklist is stored in your dashboard as a timestamped record.
Can multiple people on the HR team access the submitted checklists?
Yes. Your formformform account can be accessed by multiple team members, and all submissions are visible in the shared dashboard. You can also export submissions to share with your broader HR or legal team.
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