Document Control
| Field | Value |
|---|---|
| Document Title | HR Termination SOP |
| Document Owner | Human Resources |
| Version | 1.0 |
| Effective Date | {{effective_date}} |
| Review Cycle | Annual |
| Classification | Internal Use |
Purpose & Scope
Manage employment exits in a fair, lawful and dignified manner while protecting company assets and information.
Procedure
| Step | Owner | Action | SLA |
|---|---|---|---|
| 1 | Initiator (Employee/Manager/HR) | Trigger event recorded (resignation, dismissal, end of contract) | Day 0 |
| 2 | HR | Confirm notice period, final working day and any garden leave | +1 day |
| 3 | Manager | Knowledge transfer and handover plan agreed | +3 days |
| 4 | IT | Schedule access revocation aligned with final day | -3 days to exit |
| 5 | Payroll | Calculate final pay, accrued leave, deductions | -5 days to exit |
| 6 | HR | Exit interview conducted | -2 days to exit |
| 7 | Manager + IT | Asset return processed | Last day |
| 8 | HR | Reference template prepared | +5 days from exit |
| 9 | HR | Employee file closed and retained per retention policy | +10 days from exit |
Checklist
Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Employee | Comply with the policy and complete required forms accurately. |
| Line Manager | Review, approve and document decisions in line with this policy. |
| HR Business Partner | Provide guidance, monitor adherence and maintain records. |
| Department Head | Ensure department-level compliance and resourcing. |
Review Workflow
| Stage | Owner | SLA |
|---|---|---|
| Submission | Employee | Day 0 |
| Manager Review | Line Manager | 2 business days |
| HR Review | HR Business Partner | 3 business days |
| Final Decision | Department Head | 5 business days |
| Communication | HR | Within 1 business day of decision |
Notes
Use this space to capture additional context, attachments referenced, or any deviations from standard process. All notes form part of the official record.
Governing Law & Jurisdiction
This document is governed by the laws of {{jurisdiction}} and any disputes will be resolved in the competent courts of that jurisdiction. Where local statute or collective agreement provides more favourable terms to the employee, those terms prevail.
Confidentiality & Data Protection
All personal data captured under this document is processed in accordance with {{company_name}}'s Data Protection & Privacy Policy and applicable data-protection legislation (including GDPR/UK GDPR where relevant). Records are retained for {{retention_period}} and accessed only on a need-to-know basis.
Signatures
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