Offboarding Checklist

Initial Offboarding Process

□ Receive resignation/termination notice
□ Document departure date and reason
□ Acknowledge resignation formally
□ Calculate final working day
□ Notify HR immediately
□ Inform IT of departure date
□ Alert security team
□ Update organizational records
□ Begin transition planning
□ Schedule exit interview
□ Prepare separation documents
□ Coordinate with payroll

Knowledge Transfer

□ Create list of current projects
□ Document work in progress
□ Identify critical tasks and deadlines
□ Transfer project ownership
□ Share important passwords securely
□ Document key processes
□ Update procedure manuals
□ Transfer client relationships
□ Provide status reports
□ Train replacement or team members
□ Create comprehensive handover notes
□ Archive important communications

Access Revocation

□ Disable email account (after setting OOO)
□ Remove system access
□ Revoke VPN credentials
□ Disable building access cards
□ Change shared passwords
□ Remove from distribution lists
□ Transfer file ownership
□ Backup important data
□ Remove from collaboration tools
□ Revoke software licenses
□ Clear saved passwords
□ Wipe company devices

Return of Company Property

□ Collect laptop/computer equipment
□ Retrieve mobile phone
□ Return tablets/other devices
□ Collect access cards and keys
□ Return parking pass
□ Retrieve company credit cards
□ Collect uniforms/branded items
□ Return office equipment
□ Retrieve company documents
□ Return training materials
□ Collect any borrowed items
□ Document all returns

Financial Settlement

□ Calculate final paycheck
□ Process unused PTO payout
□ Determine benefits end date
□ Explain COBRA options
□ Process final expense reports
□ Recover outstanding advances
□ Calculate severance (if applicable)
□ Provide 401(k) information
□ Update insurance beneficiaries
□ Cancel corporate cards
□ Settle outstanding debts
□ Issue final pay stub

Documentation & Compliance

□ Complete separation paperwork
□ File final timesheet
□ Update personnel records
□ Document separation reason
□ Prepare service letter
□ Issue employment verification
□ Complete unemployment forms
□ Archive performance reviews
□ Secure confidential information
□ Update compliance records
□ File termination report
□ Maintain records per policy

Exit Interview

□ Schedule exit interview
□ Prepare interview questions
□ Discuss departure reasons
□ Gather feedback on experience
□ Review company culture insights
□ Identify improvement areas
□ Document suggestions
□ Thank for contributions
□ Maintain professional tone
□ Get forwarding information
□ Discuss reference policy
□ Complete interview form

Communication Management

□ Notify immediate team
□ Inform key stakeholders
□ Update clients/customers
□ Notify vendors/partners
□ Draft internal announcement
□ Prepare external communication
□ Update organizational chart
□ Remove from website/directory
□ Change email signatures
□ Redirect phone calls
□ Update project assignments
□ Manage transition messaging

IT & Security Deprovisioning

□ Create IT offboarding ticket
□ Backup user data
□ Archive email account
□ Transfer software licenses
□ Remove from AD/LDAP
□ Disable SSO access
□ Revoke API keys
□ Remove from databases
□ Clear cache/temp files
□ Document digital assets
□ Ensure data security
□ Complete audit trail

Benefits & Payroll

□ Process final payroll
□ Stop future payments
□ Calculate benefit costs
□ Process COBRA paperwork
□ End insurance coverage
□ Stop retirement contributions
□ Cancel other benefits
□ Provide benefits summary
□ Explain continuation options
□ Process final deductions
□ Update tax records
□ Close payroll account

Legal & Regulatory

□ Review employment agreement
□ Enforce non-compete clauses
□ Confirm NDA obligations
□ Document IP assignments
□ Process unemployment claims
□ Comply with state laws
□ Meet notice requirements
□ Provide required documents
□ Maintain confidentiality
□ Protect company interests
□ Avoid discrimination claims
□ Document everything

Final Day Procedures

□ Conduct final meeting
□ Collect remaining items
□ Clear personal workspace
□ Complete final tasks
□ Submit final reports
□ Sign exit documents
□ Receive final pay (if ready)
□ Get document copies
□ Say goodbyes appropriately
□ Escort from premises (if required)
□ Wish well professionally
□ Close out gracefully

Post-Departure Tasks

□ Send COBRA notices
□ Process reference requests
□ Monitor email forwards
□ Handle unemployment claims
□ Track non-compete compliance
□ Manage IP concerns
□ Update team structure
□ Redistribute workload
□ Begin recruitment (if replacing)
□ Conduct team debrief
□ Implement improvements
□ Close employee file