This guide explains how to properly offboard an employee through Aspire EOR. Proper offboarding ensures compliance with local labor laws and smooth closure of the employment relationship.
Before You Begin
Important requirements:
30-day notice: Aspire EOR requires at least 30 days' notice to initiate termination (this does not include statutory notice periods).
Do not notify the employee: Wait until Aspire confirms all termination details before communicating with the employee.
Documentation: Gather all relevant documentation to support the offboarding request.
Offboarding types:
Resignation: Employee-initiated departure (voluntary)
Termination: Employer-initiated departure (involuntary)
Note: Different countries have different offboarding requirements. Aspire EOR will ensure compliance with all local labor laws and may adjust your requested dates to meet legal requirements.
Types of Employment Termination
Resignation (Employee-Initiated)
When an employee resigns:
Employee submits a written resignation letter
Notice period begins as specified in the contract
Employee works through notice period (unless payment in lieu is arranged)
Final payments calculated
Your responsibilities:
Accept resignation formally
Confirm the last working day
Review and confirm time off balances
Notify Aspire EOR immediately
Termination (Employer-Initiated)
When you terminate employment:
Must comply with local labor laws
May require documented cause (depends on country)
Severance may be required
Notice period or payment in lieu required
Your responsibilities:
Contact Aspire EOR before notifying the employee
Provide all relevant documentation (performance reviews, attendance records, evidence of wrongdoing)
Follow country-specific termination procedures
Ensure compliance with local requirements
How to Initiate Offboarding
Access the Aspire EOR Platform
Log in to your Aspire account.
Click "Employer of record" in the left navigation bar.
Click "Go to Aspire EOR".
Navigate to the People tab.
Select the employee you want to offboard.
Schedule Termination
On the employee's overview page, click "Schedule termination" to begin the offboarding process.
Select the termination type:
Terminate profile and contract: Ends the contract and deactivates the worker's profile while keeping their data available for reference.
End contract: End just one contract for this person (profile stays active). Useful when they have multiple contracts.
Add Termination details
Set the last day of work:
The final day the employee actively performs duties
Employee access is typically removed on this date
Select termination impact (Optional).
Define if the employee is eligible for rehire (Optional).
Manage Responsibility Transfer
Define how the terminated employee's responsibilities will be transferred:
Transfer responsibilities to a transition lead: All responsibilities transferred to a single person.
Manage transfer responsibilities: Multiple managers can be assigned.
Skip for now.
Proceed based on your selection:
If you have selected "Transfer responsibilities to a transition lead": Select the transition lead.
If you have selected "Manage transfer responsibilities":
You can transfer the responsibilities to a new manager or skip for now.
To transfer: Assign new managers for specific responsibilities
You can assign multiple managers as needed
Once completed, click Terminate.
Initiate Contract Ending
Review that there are no active contracts for this worker after the end date.
Click "Initiate contact ending".
Proceed with ending the contract
Select the termination type:
Resignation: Employee-initiated departure
Termination: Employer-initiated departure
Add resignation or termination details:
Resignation or termination reason
Is the employee staying with Deel with their new employer
Custom termination reason
Set the desired end date.
Add used vacation days and upcoming vacation days.
Configure severance payment:
Deel to suggest the severance amount.
You specify the severance amount:
You can enter in cash value or the time value.
If the severance pay you enter is less than the legal minimum, we'll use the legally required amount to calculate the final severance payment.
Select a cancellation date for the co-working membership.
Review and confirm the contract ending request.
Ending this contract is not reversible. All details are subject to local labour laws.
The employee will receive the resignation letter to sign.
Click "Request".
After submission:
Aspire sends a resignation letter to the employee to sign via email
The employee must review and sign the resignation letterYou'll receive confirmation once the employee has signed
The offboarding process proceeds after all signatures are complete
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.