Navigating Terminations with Respect and Professionalism

by Justine Risenhoover | Oct 2025

Terminations are one of the most challenging parts of managing people. No matter how well-run a business is, situations arise where ending an employment relationship becomes necessary. Whether due to performance, restructuring, or cultural misalignment, how you handle this moment defines your organization’s integrity, professionalism, and long-term reputation.

At ImpactHR Group, we believe termination meetings can be conducted with dignity and respect — ensuring compliance while protecting your company culture.

1. Preparation is Key

A professional termination starts long before the meeting. HR and the supervisor should coordinate privately, ensuring all documentation is complete and accurate. This includes final pay, accrued PTO, benefits details, and any severance documentation. It’s also essential to prepare IT and facilities teams to revoke access discreetly and promptly.

2. Communicate Clearly and Compassionately

During the meeting, the supervisor should deliver the message directly and succinctly. Avoid lengthy explanations or debates — this is not the time to rehash performance history. Instead, stay factual and respectful. Acknowledge contributions where appropriate, but keep the tone neutral and focused on next steps.

3. Protect Company Assets

Immediately following the conversation, ensure that all company property is collected, including badges, keys, laptops, and devices. Digital access should be deactivated in real time to maintain security and confidentiality.

4. Outline Next Steps and Provide Closure

HR should guide the employee through what happens next — how and when they’ll receive their final paycheck, benefit continuation under COBRA, and any resources for transitioning out of the company. This step reinforces transparency and care.

5. Maintain Professionalism

Terminations should last no longer than 10 minutes. Emotions can run high, so staying composed and empathetic is crucial. Avoid apologizing for the decision or placing blame — professionalism and consistency protect both the employee and the organization.

6. Finalize and Document

After the meeting, HR should process all final pay, benefits, and compliance documentation. A thorough paper trail is essential to ensure your organization remains protected and legally sound.

A Respectful Exit is a Reflection of Your Culture

A well-handled termination preserves trust among remaining employees and reinforces your organization’s commitment to fairness and integrity. At ImpactHR Group, we equip leaders with the tools, language, and confidence to handle these moments the right way — because every exit deserves professionalism.

📞 Need guidance?

Our HR professionals can help you navigate sensitive employment situations with confidence and compliance.

Contact us: impact@impacthrgroup.com | (801) 592-5028