Dismissal and Off boarding Plan

A comprehensive checklist to support voluntary exits or dismissals with clarity, respect, and compliance.

This plan includes:

  1. Admin Checklist: Key data like start date, notice period, final pay, equipment, holiday pay, so it's 100% captured correctly every time
  2. Logistics Plan: Guidance on how to plan for offboarding (accounts, equipment, messages to team, etc.).
  3. Dismissal Letter Link: Template to use post-conversation.

1. EMPLOYEE DETAILS

Field Details
Employee Name
Personal Email
Salary
Start Date
Final Day
Duration of Employment
Date Notice Given
Notice Period
Required to Work Notice Period Yes / No

2. HOLIDAYS & PAYROLL

Field Details
Annual Holiday Allowance
Accrued Holidays
Holidays Taken
Unclaimed Holidays (to be paid)
Enhanced Payment Required Yes / No
Settlement Agreement Required Yes / No
Final Paycheck Date
Final Paycheck Includes Notice Period + Remaining Holidays + Approved Expenses + Additional Support

3. SHARE OPTIONS

Options Vested / Not Vested
Action Required
Inform Share Options Admin Yes / No

4. TEAM COMMUNICATIONS + LOGISTICS

| DISMISSAL LETTER | TEMPLATE - send this to the person right after the call/meeting. https://docs.google.com/document/d/1Gms0CgIW7pLHvsVgN1X-Rl2-lX5t7V4PViWz3g7Pjcw/edit?tab=t.0 Store a link to it here so the manager can also easily see it. | | --- | --- | | Support Offered (e.g. reference, referrals) | | | | | | Role Replacement Plan | | | Workload Coverage Plan | What happens to their workload when they leave? | | Security Risks Considered | Yes / No | | Account Closure Date & Time | | | Equipment Return Plan | Date + Person Responsible for making sure equipment is returned safely |

5. COMMUNICATION PLAN - TIMELINE (EXAMPLE)

TIP: Prepare a clear plan on how you will communicate the transition to the team.

Date Action
Team Message (respectful and clear) This is the message you will give the team for the reason they are leaving / being let go. You would agree with the person leaving/letting go so they know what you will say when they leave etc. E.g ‘the role has not worked out as expected’
It is also a good idea to tell the team about how you plan to cover their workload etc.
Friday 09:15 Dismissal meeting with team member + Manager + HR/Founder
Friday Post-call Notify IT, Payroll, Share Options Admin
Friday 09:45 Update team members who work most closely with them - quick calls/in an existing meeting/ideally not on slack msg.
Friday 12:00 Share key message in management channel and ask managers to update their teams informally by 2pm that day.
Monday 11:00 Final Handover Call with person leaving (it’s also very nice to do a check in call like this incase you can help the person / they have any questions)
Monday 17:00 Close Accounts / Arrange Equipment Collection (don’t do this asap unless there is a security risk/reason to do so, make sure the person leaving knows when this is happening, they shouldn’t get locked out by surprise