Termination Checklist for 2025 (Procedures and Guidelines)
There’s no doubt about it - laying off employees is extremely difficult but sometimes necessary for business. I know this has been the most difficult part of my journey as a business owner.
But what all goes into a layoff and how do you make sure those steps are properly followed?
From personal experience, I know this can be a lot to remember which is why we’ve put together a detailed termination checklist around proper procedures and guidelines.
This guide shows you what to pay attention to when you're laying off employees. It talks about the right way to perform a termination, making a clear plan for letting people go, following legal rules, arranging for severance pay, and being kind to the people affected.
Think of it like a map for handling layoffs in a careful and organized way.
What's really great about this checklist is that it doesn't just tell you about the correct rules and regulations to follow. It also provides an explanation for each aspect and reasoning why.
Make it your own when it comes to building the steps needed to properly lay off employees, but hopefully this will help get things started. Best of luck!
Termination Checklist
Why a Structured Checklist Matters
Handling layoffs without a clear process can result in legal headaches, risk to your company reputation, and emotional fallout among your team. That’s why I always start with a solid termination checklist for employers—it helps ensure nothing gets missed and that people are treated with respect throughout.
For instance, Paychex advises preparing strong documentation, drafting clear separation letters, swiftly notifying IT, and planning seamlessly for knowledge transfer and team continuity.
My Go-To Layoff Procedures Checklist
Here's how I walk through each step—making sure everything is thoughtful, compliant, and clear:
1. Preparation and Legal Review
Document the rationale and gather performance reviews or business data relevant to any RIF scenario.
If needed, consult legal counsel to avoid missteps and ensure compliance with laws like the WARN Act Wikipedia.
2. Plan the RIF Strategy
Define your organizational goals—why is the reduction necessary?
Consider alternatives like pay cuts, hiring freezes, or voluntary redundancies before finalizing decisions
3. RIF or Layoff Checklist Execution
Develop a RIF checklist with clear phases: decision, preparation, notification, and recovery
4. Communication Strategy
Prepare separation letters that outline final pay, benefits, property return, etc.
Communicate clearly and compassionately during termination meetings, with HR support present SHRM+15Paychex+15iacma.net+15.
5. Logistics and Follow-Through
Coordinate with IT to revoke access and ensure asset returns.
Plan how to redistribute responsibilities or transition work for continuity
6. Legal and Documentation Compliance
Keep detailed records (termination letters, meeting notes, benefit notifications).
Ensure final pay and any severance arrangements are appropriately handled
7. Post-Layoff Support & Communication
Provide or outline unemployment resources, COBRA options, and outplacement help.
Address your organization honestly—share next steps with remaining employees and offer reassurance Turbo Transitions+7Paychex+7Careerminds+7.
Frequently Asked Questions (FAQ)
What’s the difference between a “layoff checklist” and a “termination checklist for employers”?
They're similar but can vary in scope. A layoff checklist typically covers multi-role or RIF-related steps, while a termination checklist may apply to single-employee scenarios.
What is a “RIF checklist”?
RIF stands for Reduction in Force. A RIF checklist structures the multi-phase planning and execution of broader workforce reductions
Are terminations and layoffs handled the same way?
The fundamental steps—planning, communication, logistics—are similar, but layoffs often involve standardized severance, mass communication planning, and coordination with legal or compliance teams.
What role does the WARN Act play in layoffs?
In the U.S., employers with 100+ employees generally must provide 60 days’ notice before plant closings or mass layoffs under the WARN Act. Some states have stricter or different thresholds Wikipedia+1.
Should I always offer severance?
Not legally required in most U.S. states—but often offered to mitigate fallout, show goodwill, and protect your employer brand. It’s wise to include severance terms in your planning.
How do I handle remaining employees?
Timely, clear communication is vital. Share rationale, next steps, and support plans. This builds trust and helps prevent morale or retention issues.
Wrapping It Up
From my approach, solid layoff procedures backed by a thorough layoff checklist or termination checklist for employers helps us act with clarity, compassion, and compliance. Whether it's a small role or a larger RIF event, following these structured steps ensures decisions are handled responsibly—and with as much dignity as possible for everyone involved.
If you'd like, I can help turn this into a ready-to-use PDF or an interactive workflow for your HR toolkit—just let me know!
Tags: Criteria for laying off employees, layoff checklist, layoff guidelines, layoff procedures, layoff checklist for employers, termination checklist, how to layoff employees
Author: Reid Alexander
Disclaimer: This document is intended as a general guide and should not be considered as legal advice or a definitive resource on the subject matter. Always consult with your Human Resources and legal department for specific advice and guidance tailored to your organization's unique situation and legal jurisdiction. This guide is not a substitute for professional legal consultation and should not be solely relied upon for making decisions regarding legal or HR matters. The author & publisher disclaim any liability for errors, omissions, or actions taken based on this content.