Employee termination form template

Record how employment ended, for HR and payroll rather than the employee: the type and reason, final pay and benefits, what comes back and when access stops.

25 questions · about 5 min · logic · file upload · e-signature

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Employee’s name (required)

Job title (required)

Department (required)

Employment type (required)

The separation

Last day worked (required)

Separation date, if different

For example when paid leave runs past the last day worked.

Type of separation (required)

Explain what happened

Facts and dates. Required for a dismissal.

Was notice given?

Resignation letter or supporting documents

For a dismissal, the disciplinary action forms that led to it.

Click or drop a file here

PDF, Word, images · up to 10 MB

Eligible for rehire? (required)

Final pay and benefits

For payroll.

Hours or leave to pay out

Unused leave, overtime or anything else owed.

Benefits to end

Equipment and access

Items to return

Date to switch off system access

Forward their work email to

Employee’s personal email

For the final payslip and tax forms after the work account closes.

Sign-off

Completed by (name and role) (required)

Manager’s signature (required)

Draw your signature, or choose Type instead to type your name.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Employee separation record

Employee’s name: Priya Raman
Job title: Accounts assistant
Department: Finance
Employment type: Part-time
Last day worked: 2026-10-30
Type of separation: Resignation

and 11 more answers

A sample email with made-up answers.

submitted_at	Employee’s name	Job title	Department	Employment type	Last day worked
2026-09-22T09:41:00.000Z	Priya Raman	Accounts assistant	Finance	Part-time	2026-10-30

The first 6 of 47 columns. Export to CSV or Excel, or send each response to Google Sheets, Notion, Airtable, Slack or a webhook as it arrives, all on the free plan. The answers above are made up.

What this form asks, and why

The last column shows how many of the 10 real employee termination forms we read ask the same thing.

Question	Why it is there	Real forms
Employee’s name Required	Whose record this is, asked on 10 of 10 forms.	10 of 10 forms
Job title Required	Payroll and the replacement request both need it.	5 of 10 forms
Department Required	Routes the record. A link can fill it in.	6 of 10 forms
Employment type Required	Changes what is owed and which benefits end.	4 of 10 forms
Last day worked Required	Final pay runs to here.	6 of 10 forms
Separation date, if different	Optional, for paid leave that runs past the last day worked.	7 of 10 forms
Type of separation Required	Voluntary or not decides unemployment claims and rehire, and picks the reason list.	5 of 10 forms
Main reason given Required Only when “Type of separation” is Resignation or Retirement	A list, as on 7 of 10 forms, so departures can be counted.	7 of 10 forms
Main reason for the dismissal Required Only when “Type of separation” is Dismissal	Employment reasons only. Medical detail stays off the form.	7 of 10 forms
Reason for the layoff Required Only when “Type of separation” is Layoff or end of contract	Tells a later reference check it was not about performance.	7 of 10 forms
Explain what happened	Required for a dismissal: the facts and dates behind it.	3 of 10 forms
Were there earlier written warnings? Required Only when “Type of separation” is Dismissal	Shown for a dismissal, linking this record to the disciplinary history.	1 of 10 forms
Was notice given?	Affects final pay and rehire.	2 of 10 forms
Resignation letter or supporting documents	The resignation letter or the warnings; 3 of 10 forms ask for one.	3 of 10 forms
Eligible for rehire? Required	Answers the reference call years later. Only 3 of 10 forms ask.	3 of 10 forms
Why not? Required Only when “Eligible for rehire?” is No	Shown after No.	3 of 10 forms
Hours or leave to pay out	Payroll’s main input: unused leave, overtime and anything else owed.	4 of 10 forms
Benefits to end	Starts the end of cover, and COBRA notices in the US.	4 of 10 forms
Date cover ends Only when “Benefits to end” is answered and “Benefits to end” is not None	Shown once a benefit is ticked.	4 of 10 forms
Items to return	One checklist instead of a line per item.	1 of 10 forms
Date to switch off system access	When accounts close.	3 of 10 forms
Forward their work email to	Where customers’ emails go next.	3 of 10 forms
Employee’s personal email	For the final payslip and tax forms once the work account closes.	3 of 10 forms
Completed by (name and role) Required	Who is accountable for the record.	3 of 10 forms
Manager’s signature Required	Signed on 6 of 10 forms.	6 of 10 forms

What we left out

Social Security number. 4 of 10 forms ask. Payroll already holds it; the name, department and employee ID identify the person.
The employee’s signature. On 6 of 10 forms, but this is the employer’s record and a dismissed employee may not sign. The resignation preset asks for one.
Reasons like “unhappy with pay”. They belong in an exit survey in the leaver’s own words, not the manager’s.

What 10 real employee termination forms ask

In September 2026 we read 10 employee termination forms that organisations use today (US 10) and recorded every field. This is how often each one appears. It is part of the Form Field Index.

The employee's name 10 of 10 (10 of 10 forms)
Reason for leaving 7 of 10 (7 of 10 forms)
Date beside a signature 7 of 10 (7 of 10 forms)
Termination or separation effective date 7 of 10 (7 of 10 forms)
Department, project or organisation code 6 of 10 (6 of 10 forms)
Employee's signature line 6 of 10 (6 of 10 forms)
Last day actually worked 6 of 10 (6 of 10 forms)
Manager’s signature 6 of 10 (6 of 10 forms)
Job title or position 5 of 10 (5 of 10 forms)
Voluntary or involuntary 5 of 10 (5 of 10 forms)
Benefits ending 4 of 10 (4 of 10 forms)
Employee's phone number 4 of 10 (4 of 10 forms)

The 10 forms we read

National PEO · PEO (HR outsourcing firm), US
Jackson County, Illinois · county government, US
FRM (Florida Resource Management) · PEO (HR outsourcing firm), US
City of Little Rock, Arkansas · city government, US
Expert Computer Solutions (ECS) · IT services company (client form), US
StaffScapes · PEO (HR outsourcing firm), US
Seton Hall University · university, US
Lee University · university, US
Oxnard Union High School District · school district, US
CSUSM Corporation (Cal State San Marcos auxiliary) · university auxiliary, US

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “Type of separation” is Resignation or Retirement

shows “Main reason given”
When “Type of separation” is Dismissal

shows “Main reason for the dismissal”, “Were there earlier written warnings?”
When “Type of separation” is Layoff or end of contract

shows “Reason for the layoff”
When “Eligible for rehire?” is No

shows “Why not?”
When “Benefits to end” is answered and “Benefits to end” is not None

shows “Date cover ends”
When “Type of separation” is Dismissal or Layoff or end of contract

shows the “Separation recorded” ending
At the end

shows one of 2 thank-you screens: “Separation recorded for …”, “Separation recorded”

Make it yours

Tell payroll and IT at once

In the Connect tab, turn on email and put payroll’s and IT’s addresses in Also send to.
Keep it to managers

Turn on Settings → Password protection and share the password with people who manage staff.
Match it to the HR record

Add ?dept=Finance&employee_id=E2231 to the link. The ID is saved as a hidden field.

Good practice and the law

This is general information, not legal advice. Rules differ by country and state, so check anything important where you operate.

US
Federal law does not require the final paycheck straight away, but some states do. US DOL, last paycheck
US
Georgia employers must give every leaver a separation notice stating the reasons, whatever the reason for leaving. Georgia DOL, form DOL-800
UK
Every leaving employee must get a P45. GOV.UK, when an employee leaves
UK
After two years’ service, a dismissed employee can ask for written reasons, due within 14 days. GOV.UK, dismissal rights

Questions about this template

Is this the same as a termination letter?

No. The letter goes to the employee. This is the internal record payroll, benefits and IT work from.

Do I have to give the employee a separation notice?

Some US states do, such as Georgia with its DOL-800. Both thank-you screens remind you, and after a dismissal or layoff the reminder adds written reasons.

Can an employee use it to resign?

Pick “Resignation” above the preview: the employee gives notice, a reason if they want to, a personal email, and signs.

Can I use it as an offboarding checklist?

Pick “Offboarding clearance”: it drops the reasons and rehire questions and adds sign-offs for IT, finance, HR and facilities.

Which form do you need?

The employee termination form is one of the hr & employee forms. If it is not quite the job, one of these may be.

Disciplinary action form template
For a warning while the job continues, often the history a dismissal relies on.
Employee information form template
For the record that opens when someone starts.
Anonymous feedback form template
For leavers’ candid comments in their own words, sent without their name.

Start with the employee termination form template

Open it in the editor, add payroll and IT to the notifications, and fill it in on the day someone leaves.

Use this template

Updated 22 September 2026. Evidence read September 2026 from 10 real forms.