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Employee Termination Policy Zimyo

The Employee Termination Policy outlines the guidelines for terminating employees, including voluntary and involuntary termination. It details the procedures to be followed, such as documenting issues, counseling, creating performance improvement plans, and conducting exit interviews. The document also includes a template for a termination letter, specifying the reasons for termination and the process for returning company assets.

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Magnifico Dionicio
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20 views8 pages

Employee Termination Policy Zimyo

The Employee Termination Policy outlines the guidelines for terminating employees, including voluntary and involuntary termination. It details the procedures to be followed, such as documenting issues, counseling, creating performance improvement plans, and conducting exit interviews. The document also includes a template for a termination letter, specifying the reasons for termination and the process for returning company assets.

Uploaded by

Magnifico Dionicio
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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< Organization name>

Effective Date of Policy- DD/MM/YY

Employee termination
Policy
No part of this document may be reproduced or copied in
any form or by any means, electronic or mechanical,
including photocopying or recording, for any purpose
without written permission of the CEO of <Name of the
organization>.

Subjected to legal action in case of reproducing the


document.
1.0 Employee Termination Policy
An employee termination policy is a document that provides guidelines
for when one can terminate the employee and what are the
consequences of termination.

After an employee is terminated they are no longer associated with


the company and its workload. Employee termination can be voluntary
if the employee resigns out of their own will.

A company can fire employees under certain circumstances, including


layoff, reduction, poor performance, or unethical acts.

Every organization must follow a specific procedure to terminate an


employee.
2.0 Types of Termination
Termination can either be voluntary or involuntary.

2.1. Voluntary termination

Voluntary termination means that an employee leaves the organization


on his own will. There may be a variety of reasons for voluntary
unemployment. These reasons include better job opportunities, higher
education, personal reasons etc.

An employee must write a resignation letter to leave his job. They


have to service a standard 30-day notice period, but this time may
vary from organization to organization.

2.2. Involuntary termination

Involuntary termination is when employees are asked to leave against


their own will. There are various reasons for involuntary
unemployment, such as downsizing, layoffs, and firing of employees.

● Layoffs and Downsizing

Layoffs and downsizing are significant causes of involuntary


unemployment. Employees are asked to leave the organization
without fault. A company usually downsizes to save costs, restructure
or merge. Downsizing may also occur when a company files for
bankruptcy.
● Getting fired

Employees may get fired by the organization due to


underperformance or unethical behavior. In India, employees are
generally not asked to serve a notice period in case of unethical
behavior. Employees that are hired due to violation of company policy
are given a chance to prove themselves.

● Illegal dismissals

An employer has the right to hire and fire their employees. However
the employer cannot fire an employee without sufficient reason or
cause.

If the organization is found guilty of wrongfully terminating the


employee they are liable to compensate and restore their job position.

3.0 Procedure of Employee


Termination
Firing is one of the most challenging things leaders have to do.
However specific procedure has to be followed in employee
termination:
3.1. Identify and document the issue

The first step is to identify and document the issue because of which
employee is being terminated. It’s essential to report the matter as
there will be no chance of retention without documentation of the
problem. So it is necessary to document and solve the whole issue if
possible.

3.2. Counseling of employees to rectify the issue

Employees must be counseled and coached at the first signs of


performance issues. Some employees may require additional training
to perform well. And if this issue persists, the training should be
arranged as soon as possible. Coaching is essential to rectify the
problem.

3.3. Create a performance improvement plan

An employee should be kept under a performance improvement plan if


he is not performing as per the desired standards.

This plan should contain organizational training for every individual


employee who is put under a performance improvement plan.
3.4. Terminate the employee

The best practice regarding how to terminate an employee involves


sitting face to face with them.

Employers should take necessary steps to retain employees if


possible on their part.

3.5. Conduct an exit interview with HR

An interview between the terminated employee and HR should be


scheduled in order to make a final settlement of the employee.

The final settlement includes a payout to the employee if any


outstanding leave payout settlement. If the employee possesses any
asset of the organization, they are asked to return them.
4.0 Employee Termination Policy
Template
Termination Letter for Cause

June 22, 2023

Mr. X

This separation letter informs you that your employment with XYZ Ltd
(Name of the company) will terminate as of July 15, 2023. This
decision is not reversible.

We decide to terminate your employment for the following reasons


(reasons may vary)

On April 20, 2023, you were absent from work without leave. You were
given a second warning that your absence without prior information
violates company policy.

On May 10, 2023, you were again absent from work without prior
information. You were given a second warning and informed that the
third case would lead to your termination.

On May 20, 2023 you were absent from work for the third time and it’s
intolerable for us this time. You are being terminated for the above
reasons. Your healthcare benefits will remain active for 60 days from
the issue of the termination letter.
You are requested to return company assets, including laptop, books,
and keys before the end of the day.

If you have any questions about your complete and final settlement or
policies you have signed, please contact Y (HR Manager).

Yours ______
B ( name of the person sending a letter on behalf of the company)

To know more about the policy, please visit

www.zimyo.com

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