Who must sign the form?

Authorized representatives for each contracting party must sign. Confirm authority and title; attach a corporate resolution or power of attorney if signatory authority is delegated.

Is notarization required?

Notarization depends on the contract and state law. If the lease or agreement requires an acknowledgement, obtain a notary; some states and documents need witness signatures as well.

Can this form be e-signed?

Yes. Electronic signatures are legally binding under ESIGN (15 U.S.C. ch. 96) and UETA in most states; ensure you meet intent, consent, attribution, and retention requirements.

What authentication level is recommended?

Use email plus SMS or knowledge-based authentication for business terminations; use stronger methods (KBA, ID analysis) where legal or regulatory risk is higher.

How long must I keep a copy?

Keep executed records at least 3 years for tax purposes (IRC §6501(a)), 6 years for HIPAA-related material (45 CFR §164.530(j)), and follow any longer state or industry retention requirements.

What if a signer’s name differs from ID?

Resolve name mismatches before execution. Attach supporting documentation or obtain an affidavit; unresolved mismatches can void proofs of authority and delay enforcement.

Electronic Signature
Templates
HR
Employment Facility Termination Form

Employment Facility Termination Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYMENT FACILITY TERMINATION FORM

Employee Name: Employee ID:

Personal Information

Full Legal Name Home Address Primary Phone Personal Email

Position Information

Job Title Department Reporting Manager

Start Date: Current Salary / Rate:

Termination Details

Termination Type: Voluntary Involuntary Layoff Retirement Other

Effective Termination Date Last Day Worked Summary of Reason for Termination

Final Compensation & Benefits

Final Pay Date: Amount:

Accrued PTO/Vacation Paid: If yes, Payout Amount:

Benefits Termination Date

Method of Final Pay Delivery: Check Direct Deposit Payroll Card

Return of Company Property

Keys Returned: Date Returned:

ID / Access Badge Returned: Date Returned:

Company Laptop Returned: Serial/ID:

Company Phone Returned: Device ID:

Other Items Returned (list and describe condition)

Access Revocation & IT Checklist

Building Access Deactivated: Network Access Revoked: Email Account Disabled:

IT/Facilities Notes

Company Obligations & Notices

The employer will provide final compensation as indicated above subject to applicable taxes and lawful deductions. The employer will notify the employee in writing of benefit continuation options and any deadlines pertinent to insurance or retirement benefits. Any severance or separation agreement offered will be documented in a separate written agreement and will be binding only upon execution by authorized representatives of both parties.

Employment History

Previous Employer 1 - Company Name Title / Role Dates Employed Primary Responsibilities Reason for Leaving Previous Employer 2 - Company Name Title / Role Dates Employed Primary Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution Graduation / Completion Date

References

Reference 1 Reference 2 Reference 3

Legal Disclosures

At-Will Employment Statement: Employment with the employer is at-will unless otherwise expressly agreed in a signed written agreement. Either the employee or the employer may terminate the employment relationship at any time, with or without cause and with or without notice, except where prohibited by law.

Equal Opportunity: The employer observes equal employment opportunity policies. Termination decisions are made consistent with applicable anti-discrimination laws and internal policy.

Applicant Certification and Authorization: I certify that all information provided on this form is true and complete to the best of my knowledge. I authorize the employer and its agents to contact prior employers and references and to obtain background or motor vehicle records where relevant to the employment record, both before and after termination, in accordance with applicable law.

I authorize contact with previous employers and references and consent to any lawful background checks required for separation processing.

Employee Acknowledgement

I acknowledge receipt of this termination documentation and understand the items listed above. I agree to return all company property and to comply with post-employment obligations including confidentiality and any applicable restrictive covenants that survive termination.

Employee Acknowledgement of Receipt:

Employee Comments (optional)

Employer Representative (Print Name):

By:

Date:

Employee (Print Name):

By:

Date:

What the Employment Facility Termination Form Is

The Employment Facility Termination Form is a written record that documents the end of a workplace facility arrangement — for example, a lease termination, closure of an on-site facility, or removal of an employer-managed workspace. It identifies the parties, facility location, effective termination date, notice delivered, required actions (vacating, inventory, return of keys/equipment), and settlement of final charges. The form creates an auditable record used for compliance, payroll and benefits reconciliation, property handover, and potential dispute resolution. Use clear dates, signatures, and supporting exhibits to preserve legal enforceability.

Why a Formal Termination Form Matters

A standardized Employment Facility Termination Form clarifies responsibilities, documents notice and effective dates, reduces disputes, and provides physical evidence for regulatory and payroll purposes.

Who Typically Prepares and Receives This Form

Ensure copies are routed to payroll, facilities, legal, and retained according to regulatory and company retention schedules.

Human resources and benefits teams — manage employee notices, final pay, benefits continuation, and I-9 retention policies.
Facilities and property managers — coordinate inspections, equipment removal, and handover of keys or access credentials.
Legal counsel or contracts teams — review termination language, outstanding obligations, and potential liability exposure.

Core Elements to Include in the Form

A professional Employment Facility Termination Form contains clear party identification, facility details, timing, notice language, financial settlement, and signature blocks to ensure enforceability and facilitate a clean handover.

Parties

Full legal names of employer and facility owner or tenant, including entity type and authorized signers.

Facility Details

Complete street address, suite number, building identifiers and a brief description of the spaces being terminated.

Termination Date

Effective termination date and time; include any phased vacate dates or partial-surrender schedules.

Notice Terms

Cite the contract clause or statutory basis for notice, and confirm whether contractual notice periods were satisfied.

Financials

Itemize final payments, security deposit disposition, prorated rent, and responsibilities for repairs or cleaning.

Signatures

Signature blocks for authorized representatives, printed names, titles, and dated signature lines for all parties.

Essential Information the Form Must Capture

Employer Name: Legal business or individual name

Facility Address: Street, city, state, ZIP

Effective Date: MM/DD/YYYY effective termination date

Reason: Contractual or operational reason code

Settlement Amounts: Itemized final charges or credits

Contact Details: Phone and email for follow-up

Step-by-Step: Completing the Termination Form

Follow these sequential steps to prepare, review, sign, and distribute the Employment Facility Termination Form.

01

Prepare Document: Populate parties, facility details, effective date, and settlement items.
02

Attach Evidence: Add lease excerpts, invoices, delivery receipts, and photos as exhibits.
03

Review & Approve: Legal and finance review for obligations and final amounts.
04

Sign and Distribute: Collect signatures, notarize if required, and send executed copies to stakeholders.

How to Configure an Online Termination Workflow

Set up a repeatable digital workflow to collect signatures, validate identity, and deliver executed copies for recordkeeping.

Online Setting	Typical Configuration
Authentication Method	Email link plus SMS code for signer verification
Field Types	Signature, date, initials, checkbox, and file attachment fields
Conditional Routing	Auto-route to legal if settlement exceeds threshold
Notifications	Email confirmations to payroll, facilities, and legal

Where to Submit and What Happens Next

After completion, route the executed form to the right internal and external recipients to trigger final steps.

Submit to Payroll: Send executed copy to payroll for final pay adjustments.
Notify Facilities: Provide handover instructions and final inspection scheduling.
Legal File: Store executed agreement in legal repository for potential disputes.
External Parties: Provide landlord or vendor a signed notice and supporting exhibits.

Technical Considerations for Digital Signing and Distribution

Confirm audit trails and retention settings meet regulatory and corporate recordkeeping requirements before finalizing the workflow.

Integrations: Salesforce, NetSuite, Google Workspace supported
File Formats: PDF, DOCX accepted and preserved
Authentication: Email + SMS or KBA options available

Key Deadlines and Timing Considerations

Be aware of statutory and operational timelines that affect notice, document retention, and regulatory compliance when terminating facilities.

Notice Period:

Follow contractual notice; common terms 30–90 days

Effective Date vs. Delivery:

Ensure delivery date meets contract timing for enforceability

I-9 Retention:

Retain I-9 for 3 years from hire or 1 year after termination (8 CFR §274a.2)

HIPAA Records:

Maintain relevant healthcare records 6 years (45 CFR §164.530(j))

Tax Records:

Retain payroll and settlement records at least 3 years (IRC §6501(a))

Common Preparation Errors to Avoid

Missing or inconsistent party names that complicate enforcement and reconciliation
Undefined effective date or failing to record delivery method and timestamp
Omitting supporting exhibits such as lease excerpts or final invoices
Absent witness or notary where contract or state law requires authentication

Risks and Potential Penalties for Incorrect Forms

Contract Liability: Breach damages possible

Wrongful Termination Claims: Employment law exposure

Payroll Discrepancies: Tax reporting errors

I-9 Violations: Administrative fines possible

HIPAA Exposure: Penalties for PHI mishandling

Delay Costs: Additional rent or storage fees

eSignature Pricing and Feature Comparison

Compare common pricing and capability criteria across major vendors; signNow appears first in the table as the baseline for cost and feature comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Plan-dependent	Plan-dependent	Plan-dependent	Plan-dependent
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 env/user/yr	Plan-dependent	Plan-dependent	Plan-dependent

Real-World Examples of Use

Organizations across sectors use standardized termination forms to reduce disputes and speed final settlements.

Optica Ventures (COO)

Optica standardized its facility termination process to reduce back-and-forth with tenants and vendors.

The simplified workflow cut signature turnaround significantly.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers," says Brian Fitzgibbons, underscoring reduced friction for external signers and faster handovers.

Martin Properties (Founder)

Martin Properties moved property handovers online to ensure compliance and speed.

Mobile signing enabled on-site execution.
"I can process and execute all of these documents online with 100% compliance and built-in security," says Tim Martin, highlighting reliable evidence for inspections and settlement reconciliation.

Frequently Asked Questions About the Termination Form

Answers to common questions about completion, authentication, filing, and retention of the Employment Facility Termination Form.

Need help? Contact support

Who must sign the form?
Authorized representatives for each contracting party must sign. Confirm authority and title; attach a corporate resolution or power of attorney if signatory authority is delegated.
Is notarization required?
Notarization depends on the contract and state law. If the lease or agreement requires an acknowledgement, obtain a notary; some states and documents need witness signatures as well.
Can this form be e-signed?
Yes. Electronic signatures are legally binding under ESIGN (15 U.S.C. ch. 96) and UETA in most states; ensure you meet intent, consent, attribution, and retention requirements.
What authentication level is recommended?
Use email plus SMS or knowledge-based authentication for business terminations; use stronger methods (KBA, ID analysis) where legal or regulatory risk is higher.
How long must I keep a copy?
Keep executed records at least 3 years for tax purposes (IRC §6501(a)), 6 years for HIPAA-related material (45 CFR §164.530(j)), and follow any longer state or industry retention requirements.
What if a signer’s name differs from ID?
Resolve name mismatches before execution. Attach supporting documentation or obtain an affidavit; unresolved mismatches can void proofs of authority and delay enforcement.

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