Offboarding Checklist Template

Offboarding Checklist Template

When an employee leaves -- whether they resign, are let go, or reach the end of a contract -- there is a lot to handle in a short window. This offboarding checklist template organizes every task by timeline so nothing slips through the cracks.

For small businesses without a dedicated HR team, a written checklist is the difference between a clean exit and weeks of chasing down keys, revoking access, and sorting out final pay.

When to Use This Template

• When an employee submits their resignation
• When you are terminating an employee (voluntary or involuntary)
• When a contractor or temporary employee's engagement ends
• When conducting a reduction in force or layoff

Offboarding Checklist

Employee Name: _______________________________________

Job Title: _______________________________________

Department: _______________________________________

Manager: _______________________________________

Last Day of Work: ________ / ________ / ________

Reason for Departure: [ ] Resignation    [ ] Termination    [ ] Layoff    [ ] End of Contract    [ ] Retirement    [ ] Other: _____________

Phase 1: Upon Notice (Before Last Day)

HR / Administrative Tasks

• [ ] Receive and acknowledge written resignation or document termination decision
• [ ] Confirm last day of employment
• [ ] Notify payroll of the departure and last pay date
• [ ] Determine final pay requirements (accrued PTO payout, remaining commissions, expense reimbursements)
• [ ] Prepare final paycheck according to your standard payroll timeline
• [ ] Review any confidentiality or post-employment agreements on file
• [ ] Prepare separation letter or termination notice
• [ ] Schedule exit interview (if applicable)
• [ ] Prepare COBRA or benefits continuation paperwork
• [ ] Notify benefits providers (health insurance, retirement plan, life insurance, etc.)
• [ ] Update organizational chart and internal directories

Manager Tasks

• [ ] Inform team members of the departure (coordinate timing with the departing employee)
• [ ] Begin knowledge transfer plan -- identify critical tasks, projects, and contacts
• [ ] Reassign ongoing projects and responsibilities
• [ ] Document any pending deadlines the departing employee owns
• [ ] Schedule handoff meetings between departing employee and successors
• [ ] Collect status updates on all in-progress work
• [ ] If replacing the role, initiate the hiring process

IT / Systems Tasks

• [ ] Identify all accounts, systems, and tools the employee has access to
• [ ] Plan access revocation timeline (effective on last day or upon departure)
• [ ] Back up any company data stored on the employee's devices or personal accounts
• [ ] Prepare for device return (laptop, phone, tablet, etc.)

Phase 2: Last Day

HR / Administrative Tasks

• [ ] Conduct exit interview and document feedback
• [ ] Review and sign any separation agreements
• [ ] Provide information on benefits continuation (COBRA letter, 401k rollover options)
• [ ] Provide final paycheck or confirm direct deposit date
• [ ] Collect signed acknowledgment of final pay and benefits information
• [ ] Remind employee of any ongoing obligations (confidentiality agreements, etc.)
• [ ] Provide a point of contact for post-departure questions

Property and Access Collection

• [ ] Office keys or key cards
• [ ] Building access badge / ID badge
• [ ] Laptop and power cord
• [ ] Company phone and charger
• [ ] Tablets or other devices
• [ ] Company credit card
• [ ] Parking pass
• [ ] Uniforms or branded clothing
• [ ] Tools or equipment
• [ ] Paper files or documents
• [ ] Other company property: _______________________________________

IT / Systems Revocation

• [ ] Disable email account (or set up forwarding/auto-reply)
• [ ] Revoke access to company network and VPN
• [ ] Revoke access to cloud apps (Google Workspace, Microsoft 365, Slack, etc.)
• [ ] Remove from project management tools (Asana, Trello, Jira, etc.)
• [ ] Remove from HR / payroll systems
• [ ] Revoke access to shared drives and file storage
• [ ] Change shared passwords the employee had access to
• [ ] Remove from company social media accounts (if applicable)
• [ ] Deactivate phone system extension or voicemail

Phase 3: After Departure

HR / Administrative Tasks

• [ ] Send final paycheck if not already delivered
• [ ] Mail COBRA notification if not already provided
• [ ] Process any remaining expense reimbursements
• [ ] Update employee status in HR / payroll system to "terminated" or "separated"
• [ ] Archive the employee's personnel file
• [ ] Remove employee from internal distribution lists, newsletters, and team channels
• [ ] Send W-2 or other tax documents at year-end to the employee's last known address
• [ ] Document the offboarding as complete

Manager Tasks

• [ ] Confirm all projects and responsibilities have been transitioned
• [ ] Follow up on any knowledge gaps discovered after departure
• [ ] Update team workflows and documentation
• [ ] If applicable, post the open position and begin interviews

Exit Interview Notes (Optional)

Completion Sign-Off

How to Use This Template

1. Start as soon as departure is confirmed. Print or copy this checklist and begin working through Phase 1 immediately. Assign items to the appropriate person (HR, manager, IT).
2. Customize for your business. Remove items that do not apply (for example, if you do not issue company phones) and add any that are specific to your workplace.
3. Use it as a coordination tool. Share the checklist with the manager and anyone responsible for IT or facilities so everyone knows their tasks and timeline.
4. Check off items as they are completed. Keep the checklist updated in real time so you can see at a glance what is still outstanding.
5. Complete the sign-off section. Once everything is done, have HR and the manager sign off to confirm a clean exit.
6. File with the personnel record. Store the completed checklist in the former employee's personnel file for reference.

Tips for Small Businesses

• Plan your final pay timing. Some locations expect final paychecks on the last day of work. Others allow a few extra days. Know what works for your business and plan accordingly.
• Revoke access promptly. Especially for involuntary departures, disable system access before or at the time the employee is notified. This protects company data.
• Be respectful. A good offboarding experience leaves a positive impression. Former employees talk, and how you handle departures affects your reputation as an employer.
• Learn from exits. Exit interview feedback is some of the most honest input you will get. Look for patterns across departures to identify areas for improvement.

A clean offboarding process protects your business and sets the tone for how your team views departures. Boring HR's Team Tracker helps you keep personnel records, access logs, and property tracking organized so offboarding is less stressful when the time comes.