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Termination documentation checklist
Run this before the conversation, not after it. It walks the file the way a district manager or a hearing officer would, lists what is still missing, and gives you the property and access recovery list for the day itself.
Your checklist
What a defensible record needs
0/8
- Employee, role, and locationneeded — missing
- Proposed separation dateneeded — missing
- Prior steps listed with datesneeded — missing
- File review complete, no open itemsneeded — missing
- Decision maker namedneeded — missing
- Second manager present at the conversation — missing
- Property and access accounted for — missing
- Hire date recorded — missing
Items marked “needed” are the ones a reviewer looks for first.
TERMINATION DOCUMENTATION CHECKLIST =================================== Pre-decision file review — complete this before the conversation, not after Employee: [not provided] Role: [not provided] Work location / department: [not provided] Hire date: [not provided] Proposed separation date: [not provided] Stated reason category: Attendance Decision maker: [not provided] Second manager present: [not provided] PRE-DECISION FILE REVIEW [ ] Signed handbook or policy acknowledgment is in the file [ ] Every prior step is in the file and dated before the next one [ ] The most recent step was delivered, and signed or refusal noted [ ] The same behavior was handled the same way for other employees [ ] Any investigation is complete and closed in writing [ ] No open commitment outstanding — unexpired review date, active PIP, unfinished retrain [ ] Records describe observable behavior, not labels about the person [ ] Anything medical, leave-related, or complaint-adjacent routed to your HR advisor or counsel PRIOR DOCUMENTED STEPS None recorded. A separation with no dated prior steps needs either a policy provision that supports it or more documentation before the decision. OPEN ITEMS BEFORE THIS DECISION - Signed handbook or policy acknowledgment is in the file - Every prior step is in the file and dated before the next one - The most recent step was delivered, and signed or refusal noted - The same behavior was handled the same way for other employees - Any investigation is complete and closed in writing - No open commitment outstanding — unexpired review date, active PIP, unfinished retrain - Records describe observable behavior, not labels about the person - Anything medical, leave-related, or complaint-adjacent routed to your HR advisor or counsel PROPERTY AND ACCESS [ ] Keys / badges [ ] Facility and alarm access deactivated [ ] Software and scheduling access deactivated [ ] Customer / client and third-party system access removed [ ] Uniforms / PPE and name badge [ ] Locker cleared and personal items returned [ ] Company laptop, phone, tablet, or other equipment [ ] Email access deactivated [ ] Company credit cards recovered [ ] Company documents recovered [ ] Other company property accounted for [ ] Final pay routed to payroll for your state's rules STILL OUTSTANDING - Keys / badges - Facility and alarm access deactivated - Software and scheduling access deactivated - Customer / client and third-party system access removed - Uniforms / PPE and name badge - Locker cleared and personal items returned - Company laptop, phone, tablet, or other equipment - Email access deactivated - Company credit cards recovered - Company documents recovered - Other company property accounted for - Final pay routed to payroll for your state's rules SEPARATION SUMMARY TO WRITE THE SAME DAY - The stated reason, in the same words used in the conversation - Each prior step with its date, matching the list above - Who was present and what the employee said - Property and access recovered, with times - Final pay handling, per your payroll provider and your state's rules NOTE This is an internal file-review aid, not legal advice. Termination decisions, final pay timing, and anything involving leave, medical information, or a complaint should be confirmed with your own HR advisor or employment counsel before you act.
Open items are the point of this document. If two or more are unchecked, the honest next step is usually more documentation rather than a separation.
A generated page only helps if someone can find it in six months. Docu-Coach™ keeps the record, the timestamp, and the employee history in one place.
See the file review Docu-Coach™ runs for youWhat makes this defensible
Account for property and access
- Review keys, badges, equipment, devices, uniforms or PPE, cards, and company documents.
- Account for software, email, facilities, scheduling, and customer or client systems.
- Unchecked items are prompts to review, not a legal determination that a separation should proceed.
Common mistakes
Replacing facts with labels
Describe the words, actions, dates, and standards a reader can verify. Do not assign a motive.
Leaving the next step unclear
Name who owns the follow-up and when it will happen. Review the document before sharing it.
Losing the record
Save the finished document in your approved system with access limited to the people who need it.
Keep reading
Frequently Asked Questions
What should I review before a separation conversation?
Review dated records, policy acknowledgments, consistency, open commitments, and any investigation. Confirm the process with the appropriate HR advisor. Use the property and access list to record recovery and deactivation.
Can managers in different industries use this tool?
Yes. Enter your own job titles, workplace locations, policies, and observations. The document structure works for frontline teams, offices, field services, and other workplaces.
Are employee details uploaded?
No. This document is generated locally in your browser. Copy, download, or print it before closing the tab. Do not include protected health information.