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Termination and redundancy guide with letters

How to end employment lawfully in Kenya: notice, final dues, redundancy steps and the letters you will need.

Termination and redundancy guide with letters template

Ending employment badly leads to disputes and claims. This guide explains the common ways employment ends, the notice and final dues that apply, the steps the Employment Act sets for redundancy and how to calculate what is owed, with checklists and ready-to-complete letters for resignation, termination with notice, redundancy notice and a certificate of service.

Employers, HR officers and managers dealing with an exit, and employees who want to know what they should receive.

What is included

  • Routes: resignation, notice, summary dismissal, redundancy
  • Final dues checklist
  • Redundancy steps
  • Four ready-to-complete letters
  • Certificate of service

Screenshots

  • Title page of Termination and redundancy guide with letters
  • A page inside of Termination and redundancy guide with letters

How to use it

  1. Identify how the employment is ending.
  2. Follow the checklist for that route.
  3. Work out final dues using the list provided.
  4. Issue the letters and the certificate of service.

Templates are tools to help with your own records. They are not tax or legal advice. Check the figures against official sources before filing or paying.

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What the termination and redundancy guide with letters gives you

Ending employment badly leads to disputes and claims. This guide explains the common ways employment ends, the notice and final dues that apply, the steps the Employment Act sets for redundancy and how to calculate what is owed, with checklists and ready-to-complete letters for resignation, termination with notice, redundancy notice and a certificate of service.

Who it is for

Employers, HR officers and managers dealing with an exit, and employees who want to know what they should receive.

How to use it

  1. Identify how the employment is ending.
  2. Follow the checklist for that route.
  3. Work out final dues using the list provided.
  4. Issue the letters and the certificate of service.
  5. Keep a signed or dated copy with your records, so you can show what was agreed or done.

What is inside

  • Routes: resignation, notice, summary dismissal, redundancy
  • Final dues checklist
  • Redundancy steps
  • Four ready-to-complete letters
  • Certificate of service

The document is a ready-to-print PDF with these parts: How employment ends, Final dues checklist, Redundancy steps, Letter 1: Acceptance of resignation, Letter 2: Termination with notice, Letter 3: Notice of redundancy, Certificate of service. It is laid out for A4, with the headings, tables and tick boxes already in place, so you can print it and fill it in by hand, or type into it with a PDF editor.

Tips for getting it right

  • Pay final dues on time; do not hold them back to settle other issues.
  • Keep clear records of why a decision was taken.
  • For redundancy, consult early and select fairly.
  • Take legal advice before any contested dismissal.

Why it helps

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Can I edit it? It is a PDF, so it is meant to be printed and completed, or filled with a PDF editor. If you want to change the wording, copy the text into Word or Google Docs and adapt it to your business.

Is it legal advice? No. It is a practical starting point written for Kenya. Rules change, so check the current position and ask a professional where the stakes are high.

Will it work on my phone? Yes for reading. For filling in and printing, a computer or a PDF app works best.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. Free calculators that go with it: Severance pay calculator, Terminal dues tax calculator. See more payroll templates or ask us for a custom one.

This document is general information, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

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