The Terminations feature is available for users on the Tanda HR plan. Not using Tanda HR? See Quick Terminations.
Terminations give you a structured, auditable way to offboard employees:
Record the reason for termination, employment end date, and rehire eligibility
Attach supporting documents
Send the employee a personalised notification email
Generate and deliver a termination letter as a PDF
What this help guide covers:
Terminating an Employee
Before terminating an employee for the first time, you may want to first configure any email templates or termination letters. These allow you to standardise what is sent to employees upon termination.
Follow the steps below to terminate an employee:
1. New Termination
To create a new termination:
Navigate to HR > Terminations.
Click + New termination.
Search for and select the employee you want to terminate, then click Start termination.
Alternatively, you can navigate to the employee's profile > open the dropdown next to Terminate [Employee Name] > Termination:
Tip: If you've already filled in offboarding fields (employment end date, reason, cessation code, or rehire eligibility) directly on an employee's staff profile, Tanda will automatically create a Draft Termination pre-filled with those details.
You can find it in the terminations list and continue from where you left off.
2. Termination Details
Fill in the following fields:
Employment end date. This cannot be changed after the termination is submitted.
Reason for termination:
Dismissal
Unauthorised Absence
Resigned
Retired
Redundancy
Relocation
Unsuccessful Probation
End of Contract
Health/Medical
Seasonal Contract Ended
Payroll cessation code (AU only).
Rehire eligibility.
Supporting document (optional): attach any relevant documentation, such as a resignation letter.
3. Notification Email
Choose how to notify the employee:
No email.
Use an existing template: select from your saved termination email templates. Click 'Configure termination email templates' to create a new template:
Write from scratch: enter a subject and body directly
4. Termination Letter
The termination letter is rendered as a PDF and is attached to the termination. It will only be sent to the employee if a Notification Email is also sent.
Choose how to handle the termination letter:
No letter.
Use an existing template: select from your saved termination letter templates. Click 'Configure termination letter templates' to create a new template.
Write from scratch: compose the letter directly using the text editor.
5. Review and Submit
Check all the details on the review screen, including a preview of the notification email and letter. When you are ready, click Submit to finalise the termination.
On submission:
The employee's profile is updated with the employment end date, termination reason, cessation code, and rehire eligibility.
The notification email (with the letter PDF attached, if applicable) is sent to the employee.
Editing a Completed Termination
After submission, you can still edit some fields, including the reason, cessation code, rehire eligibility, and supporting documents. The employment end date, notification email, letter, and the original completion date are locked once submitted.
Quick Terminations
You can also terminate employees quickly and directly from their profile, without going through the full termination process. It does not send a notification email or termination letter.
Quick Terminations are available for all accounts. No Tanda HR subscription is required.
To terminate an employee from their profile:
Navigate to the employee's profile (Workforce > Staff > [Employee Name]).
Click Terminate [Employee Name] in the bottom right corner of the Personal tab.
In the form, optionally fill in the reason for termination, payroll cessation code (AU only), and rehire eligibility.
Click Submit to deactivate the employee immediately.
Setting Up Templates
Templates let you standardise your offboarding communications and reuse them across multiple terminations.
Termination Email Templates
Termination email templates are sent to the employee when a termination is submitted.
Navigate to HR > Terminations > Termination Email Templates.
Click New email template, enter a name and subject, then click Create.
Write the email body in the editor. Use the sidebar to insert dynamic fields (e.g. employee name, end date) that are automatically filled with the employee's details when the termination is submitted.
Use the Preview tab to see how the email will look with example data.
Termination Letter Templates
Termination letters are delivered to the employee as a PDF attachment to the notification email.
Navigate to HR > Terminations > Letter templates.
Click New letter template, enter a name, then click Create.
Write the letter in the editor. You can include dynamic fields and conditional content blocks that adjust based on the employee's details.
Use the Preview tab to check the output before using the template.
When a letter template is selected during a termination, you will be prompted to review and fill in any custom fields before the letter is finalised and sent.
Permissions
The following permissions are applicable for terminations:
Full termination process (HR > Terminations): requires an active Tanda HR subscription and the Deactivate (Delete) staff permission.
Quick Termination (from staff profile): requires only the Deactivate (Delete) staff permission. No HR subscription needed.
Viewing Terminations
All terminations for your organisation are listed under HR > Terminations. This includes both in-progress drafts and completed terminations.
Draft Terminations
A termination is saved as a draft any time you use Save as draft during the process, or if you start a termination but do not submit it. Drafts are visible in the terminations list and can be reopened at any time to continue where you left off.
Completed Terminations
Once a termination has been submitted, it appears as a completed termination in the list. Clicking on a completed termination shows a summary of the recorded details and includes an edit history, showing a log of any changes made to the termination after it was submitted.
Additionally, any profiles deactivated before the Terminations feature became available in your account will be listed on the Terminations page.