Essential Documentation for Federal RIF
Proper documentation is critical during a Reduction in Force (RIF) to protect your rights, ensure you receive all entitled benefits, and prepare for your next steps.
This guide will help you identify, gather, organize, and use the essential documents you need throughout the RIF process.
Official Personnel Documents
These documents establish your employment status, position, and rights.
| Document | Purpose | Source | Priority |
|---|---|---|---|
| RIF Notice | Official notification, effective date, appeal rights | Agency HR | High |
| SF-50 (Most Recent) | Confirms position, grade, tenure, SCD, vet pref | eOPF/HR | High |
| Position Description (PD) | Official duties & qualifications | eOPF/HR/Supervisor | Medium |
| Performance Evals (Last 3) | Used for retention service credit | eOPF/Supervisor | High |
| Retention Register | Lists employees in competitive level & standing (request copy) | Agency HR | High |
| SCD Worksheet | Calculation of service time (verify accuracy) | HR/eOPF | Medium |
| DD-214 (if applicable) | Verifies military service | Personal Records/NARA | Medium |
| SF-8 (Unemployment Notice) | Required for UI application | HR (at separation) | Medium |
Benefits Documentation
Gather these to understand options for health, life, retirement savings, etc.
| Document | Purpose | Source | Priority |
|---|---|---|---|
| SF-2809 (Health Benefits) | Current FEHB plan/coverage; Used for TCC | eOPF/HR | High |
| TCC Info Packet | FEHB continuation options, costs, election | HR/Benefits | High |
| SF-2817 (Life Insurance) | Current FEGLI coverage/beneficiaries | eOPF/HR | Medium |
| SF-2819 (FEGLI Conversion) | Notice of right to convert (post-sep) | HR/OFEGLI (Mail) | Medium |
| TSP Statement (Recent) | Balance, investments, loans; for decisions | TSP.gov | High |
| Retirement Estimate | Projected annuity (DSR, Deferred, etc.) | HR/Benefits (Request) | High |
| FEDVIP Info | Current dental/vision; check continuation | BENEFEDS.com | Medium |
| FSA Balance & Claims | Remaining funds & claim deadline | FSAFEDS.com | Medium |
| Social Security Statement | Estimated SS benefits | SSA.gov | Low |
Financial Documentation
Records for final pay, severance, budgeting, and financial management.
| Document | Purpose | Source | Priority |
|---|---|---|---|
| Final LES | Final pay, leave payout, deductions | Payroll (Post-Sep) | High |
| Pre-Separation LES | Verify leave balances for payout | Payroll Portal/HR | High |
| Severance Pay Calc | Breakdown of amount, factors, schedule | HR/Payroll (Request) | High |
| W-2 Forms (Last 2-3 yrs) | UI claims, tax planning, income verify | Payroll Portal/Personal | Medium |
| Debt Statements | Track obligations; explore options | Personal/Lenders | Medium |
| Bank Statements | Verify deposit, assess cash flow | Personal Bank | Medium |
| Budget Worksheet | Plan expenses vs. income | Templates/Self | High |
| Unemployment Info (State) | Eligibility, application, benefits | State UI Website | High |
Career Transition Documentation
Assemble these to support your federal or private sector job search.
| Document | Purpose | Source | Priority |
|---|---|---|---|
| Resume(s) (Fed & Private) | Core application tool - tailor! | Self (use PD/Evals) | High |
| Training Records/Certs | Show skills, qualifications | Personal/Training/eOPF | Medium |
| Awards/Recognition | Evidence of achievements | Personal/eOPF | Medium |
| Licenses (Current) | Verify professional credentials | Personal/Issuing Body | High |
| Reference List (w/ Permission) | Contacts vouching for work | Self-created | High |
| Employment Verification | Official proof of service | HR (Request pre-sep) | High |
| Security Clearance Docs | Proof of clearance/investigation | Security Office/Personal | Medium |
| CTAP/ICTAP Proof (RIF Notice/SF-50) | Required for federal job priority | HR/eOPF | High |
Document Organization System
A systematic approach saves time and stress. Use both physical and digital methods for redundancy.
Physical System (Binder/Files)
Use dividers: Official, Benefits, Financial, Career, Comms, Deadlines.
Keep checklist at front; mark off obtained items.
Track calls/emails: date, person, summary, actions.
Digital System (Computer/Cloud)
Mirror physical system (e.g., RIF_Docs > Benefits).
E.g., YYYYMMDD_SF50_RIFNotice.pdf.
Use cloud (Google Drive, etc.) AND external drive.
Document Request Templates
These templates link to Google Docs. Make a copy ('File' > 'Make a copy') to edit for your use. Always review and customize before sending.
Use these links as starting points for requesting documents from your agency.
Template helps request your OPF copy, performance evals, PD, and SCD worksheet from HR.
View OPF Request TemplateTemplate for requesting estimates for DSR, deferred retirement, benefit continuation costs, etc., from your benefits office.
View Retirement Estimate Request TemplateUse this template to request an official letter from HR confirming your employment details for future job applications.
View Employment Verification Request TemplateTemplate for requesting a detailed breakdown of your severance pay calculation from HR or Payroll.
View Severance Pay Request TemplateFrequently Asked Questions
If you don't receive requested documents within 5-10 business days: Follow up politely, escalate if needed, contact your union rep, and keep records. For critical docs, emphasize urgency.
Permanently: SF-50s, Retirement docs, DD-214. 7+ years: Tax docs, UI records, Benefit elections. 3-5 years: Correspondence, Job search records. Keep appeal docs until fully resolved + several years.
Act immediately. Gather proof, submit a formal written correction request to HR with evidence, state the impact, and request expedited action. Follow up and consider appeal/legal advice if needed.
OPF via NARA/NPRC, Retirement via OPM, TSP via TSP.gov, Payroll via agency provider (NFC/DFAS), Insurance via carriers. Get contact info from HR *before* leaving.