Before you terminate: a checklist for owners and managers

Few decisions feel heavier than letting someone go. Done poorly, a termination can hurt morale, damage your reputation and create legal risk. Done well, it’s clear, respectful and consistent with how you’ve treated others.

Before you have the conversation, work through these questions. Better yet, call your HR partner before the decision is final.

Is the reason clear, and documented?

• Can you explain the reason in one or two factual sentences?
• Were expectations communicated, and is there a record of that?
• For performance issues: was the employee told about the problem and given a chance to improve?

Is it consistent?

• Have others done the same thing, and how were they treated?
• Does the decision follow your handbook and written policies?

Is the timing a red flag?

Slow down and get advice if the employee recently:

• Made a complaint about harassment, discrimination, safety or pay
• Requested or returned from leave
• Asked for an accommodation, or disclosed a medical condition or pregnancy
• Filed a workers’ compensation claim

None of these mean you can’t act, but they do mean the decision needs extra care and a clear, well-documented reason.

Are the logistics ready?

• Final pay timing under your state’s rules, and how accrued PTO is handled under your policy
• Benefits and continuation notices
• Return of company property, and shutting off system access
• Who will be in the room, and a short script for the conversation
• What you’ll tell the team afterward, respectfully and briefly

Protect the business and treat the person with dignity. Good HR doesn’t make you choose.

Facing a difficult termination right now? Reach out. This is exactly the kind of call Ethos is here for.