Employee Exit Documents: What documents do I need to complete when an employee leaves?

Understanding the documents required when employment ends

When an employee leaves your business, whether through resignation, dismissal, retrenchment, retirement or the expiry of a fixed-term contract, employers must complete several important documents to ensure compliance with South African labour law and facilitate a smooth exit process.

Failing to provide the correct documentation can delay UIF claims, pension fund withdrawals and create unnecessary disputes after employment has ended.

Documents employers should complete when an employee leaves

Depending on the circumstances of the termination, employers should prepare the following documents:

1. Certificate of Service

In terms of Section 42 of the Basic Conditions of Employment Act (BCEA), every employee is entitled to receive a Certificate of Service when their employment ends.

The certificate should include:

  • The employer’s name and address.
  • The employee’s full name.
  • The employee’s job title or a description of the work performed.
  • The date employment commenced.
  • The date employment ended.
  • The employee’s remuneration at the date of termination.
  • The applicable bargaining council or sectoral determination, where relevant.
  • The reason for termination, if requested by the employee.

This document is a legal requirement and should be issued regardless of how the employment relationship ended.

2. UI-19 Form

Employers must complete a UI-19 form when an employee leaves employment.

The form records information such as:

  • Employer and employee details.
  • Period of employment.
  • Remuneration earned.
  • Reason for termination.

The employee uses this document when applying for Unemployment Insurance Fund (UIF) benefits.

3. Pension or Provident Fund Withdrawal Forms

Where an employee belongs to a pension or provident fund, the employer should complete the necessary withdrawal documentation so that the employee can:

  • Withdraw eligible benefits.
  • Transfer benefits to another approved fund.
  • Leave the benefits invested where permitted.

Submitting these forms promptly helps avoid unnecessary delays in processing retirement fund benefits.

4. Final Payslip and Outstanding Payments

Employers should provide a final payslip reflecting:

  • Salary due.
  • Outstanding leave pay, where applicable.
  • Notice pay (if applicable).
  • Any authorised deductions.
  • Any other amounts owing.

5. Company Property Checklist

Before the employee departs, employers should recover company assets such as:

  • Keys
  • Access cards
  • Laptops
  • Mobile phones
  • Vehicles
  • Uniforms
  • Company documents

System access, passwords and email accounts should also be disabled to protect confidential business information.

Should employers provide a reference letter?

Unlike a Certificate of Service, employers are not legally required to provide a reference letter.

However, many employers choose to provide one where appropriate. If a reference is given, it should be truthful, objective and based on factual information rather than personal opinion.

Why completing exit documents is important

Completing all exit documentation promptly helps employers:

  • Comply with South African labour legislation.
  • Avoid unnecessary disputes.
  • Assist employees with UIF and retirement fund claims.
  • Protect confidential company information.
  • Ensure an efficient and professional offboarding process.

Need assistance with employee exits?

COFESA assists employers throughout South Africa with every aspect of employee terminations, including dismissal procedures, retrenchments, resignations, retirement processes, employment documentation, Certificates of Service, UIF documentation and labour law compliance. Our specialists can help ensure your employee exit processes remain legally compliant while protecting your business from unnecessary risk.

Contact the COFESA Helpline to ensure correct and fair procedures are followed:

011 679 4373 | 082 888 9516 | helpline@cofesa.co.za

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The information provided in this Labour Law Questions & Answers Centre is intended for general informational purposes only and should not be regarded as legal advice, legal opinion, or a substitute for professional labour law consultation. While COFESA takes every reasonable step to ensure that the information published is accurate and up to date at the time of publication, South African labour legislation, case law, regulations and workplace circumstances may change over time.

Every employment matter is unique, and the appropriate course of action will depend on the specific facts, applicable legislation and relevant case law. Employers should avoid making disciplinary, dismissal, retrenchment or other employment decisions based solely on the information contained in these articles.

COFESA accepts no liability for any loss, damage or consequences arising from reliance on the information published in this Resource Centre without obtaining professional advice.

If you require guidance on a specific workplace matter, disciplinary hearing, dismissal, CCMA dispute, Employment Equity compliance, Occupational Health and Safety obligations or any other labour law issue, we recommend contacting COFESA directly for advice tailored to your circumstances.