FREE HR Forms

possible termination reasons
  • incapacity due to poor work performance
  • incapacity due to ill health
  • misconduct
  • resignation
  • retrenchment / layoffs (no fault dismissal)
  • desertion
  • end of contract period
  • retirement

Losing one’s job, regardless of the reasons, is never easy. Whether it is due to misconduct, incapacity (ill health and poor work performance), retrenchments, end of a contract period, or voluntary resignation or retirement, an employer must always deal with the situation empathetically and professionally. No exceptions.

To indemnify someone is to absolve that person from responsibility for damage or loss arising from a transaction, and in this case, from entering a Company’s premises. Indemnification is the act of not being held liable for or being protected from harm, loss, or damages, by shifting the liability to another party. It must be noted that indemnification is not abdication of responsibility on the employer’s part.

The exit interview is a crucial part of the termination process. Here you can get some raw unfiltered comments about an employee who perceives no threat to speaking truthfully in the exit interview. This is not always easy, when a person faces summary dismissal, or dismissal in general. But it should be done to allow you to get some valuable input into how you could change the business for the better.

There are different reasons for a request leave:

  • annual leave
  • sick leave
  • family responsibility leave
  • … other

Certain leave is granted at management discretion, whilst others are mandatory.

The drug testing consent form not only gives permission for a health professional to conduct the drug test, but it also permits the lab processing the test results to provide these results to the employer. 

As an employer, you should not give employees a drug test without having received consent. If you work in a production environment, you should include this form in your application process.

The employer is invested in the growth and development of their employees. This can be in the form of on-the-job training, other forms of internal training, external training, possible promotions or lateral moves, or giving an employee more responsibility.

Employees have the right to know why their application was not successful.

Job applicants have legal rights even before they become employees. Under relevant legislation, an employer cannot illegally discriminate in its hiring process based on a job applicant’s race, national origin, gender, pregnancy, age, disability, or religion.

What must be remembered, it is always – who is the applicant that meets with the inherent requirements of the job?

An approval to recruit form is an internal control put in place so that vacancies are approved at the most senior level within an organization. All positions must be motivated and agreed upon by department management, senior management and the head of finance. 

I was intrigued to find that some companies do not do reference checks on possible candidates. If you are using an employment agency, then they handle all checks, but if you are doing the recruitment yourself, reference checks are highly recommended to vet suitable candidates.

Probation periods allow managers to monitor performance over a period of time, ensuring the new employee is meeting their roles and responsibilities. Using a review form to complete during the meeting is essential as this gives both the employee and employer a document to refer to.

In today’s climate of all forms of discrimination in the workplace, it has become increasingly plain that recruitment decisions needs to be carefully scrutinized to ensure no bias, prejudice or discrimination takes place. Some countries has made this reporting mandatory, but regardless of that, it is most certainly a best practice to follow.

Reporting an incident is an important part of an effective occupational health and safety program. It helps identify work related health and safety hazards, risks and dangers. The purpose is to identify the causes of incidents. Different countries have to report to different external legal entities. Make sure you have all the details in this regard.

Interview questions vary from job to job. This is a list of competency based questions that the employer can choose from. Both the interviewer and applicant ask questions, and an applicant asking insightful questions during an interview can put them ahead of other applicants and lead to an offer. The applicant can also decide if this is the right Company for them.

The employee assistance program is there to help employees who either battle with addiction or another form of illness that negatively impacts their work. It can also be used as an outcome in a disciplinary enquiry. This is for employees who would like to request the assistance of the Company in helping them find external interventions they can attend, and/or to grant them time off for any external intervention.

There are many reasons for the termination of services of an employee. This could be as a result of dismissal, retrenchments (layoffs), retirement, voluntary resignation etcetera. This form can be used by an employee for resignation, or is completed by the Company in the event of dismissal or any other reason. This form ensures that the final payment instruction is given to the payroll department.

Grievances cover different types of complaints ranging from bullying, unfair treatment, unacceptable behavior of  colleague(s), inequality and more. It is important that sexual harassment be dealt with separately, and the appropriate form be completed for this allegation. Any party involved in the grievance process must be held accountable for handling the privacy and confidentiality of all grievance matters.

Sexual harassment is a serious offence, and an employee exercises their right, without fear of victimization or retribution, by lodging a formal complaint internally. They also reserve their right to lodge a complaint externally, and/or press criminal charges.

Whistleblowing is the term used when an employee passes on important information to management concerning wrongdoing in the workplace. This is ‘making a disclosure’ or ‘blowing the whistle’. The wrongdoing will typically (although not necessarily) be something they have witnessed at work.

Employees and employers often mistake appeals to disciplinary action as not being a legal right. It is something that the Company can elect to have, or not. Having said that, it is my sincere recommendation that you do have this internal mechanism, so that you can try insofar as possible to resolve all disputes internally.