Employee Offboarding & Exit Process
Structured offboarding procedure covering knowledge transfer, access revocation, asset return, final pay, and exit interview.
Purpose
Ensure a professional, complete offboarding process that protects company assets, captures institutional knowledge, and maintains a positive relationship.
This is a PRO template — included with the Individual Pro plan.
Steps (7)
Initiate Offboarding Process
Upon receiving resignation or termination notice, create the offboarding ticket within 24 hours. Confirm last working day. Notify IT, facilities, payroll, and the manager.
Checklist
- Resignation/termination letter received and filed
- Last working day confirmed
- Offboarding ticket created in HRIS
- IT notified for access revocation scheduling
- Facilities notified for badge deactivation
- Payroll notified for final pay calculation
- Manager notified to begin transition planning
Expected Output
Offboarding process initiated. All departments notified.
Knowledge Transfer & Documentation
Identify critical knowledge and ongoing projects that need transition. Have the departing employee document current project status, key processes, and important contacts. Assign a knowledge transfer partner.
Checklist
- Critical knowledge areas identified
- Knowledge transfer partner assigned
- Current project status documented
- Ongoing tasks reassigned
- Key processes documented
- Important relationships introduced to successor
- Knowledge transfer sessions completed
Expected Output
Knowledge transfer documented and handed off.
IT Access Revocation
Coordinate with IT to revoke all system access on the last working day. Disable Active Directory, email, VPN, all SaaS applications, code repositories, and building access.
Checklist
- Active Directory / IdP account disabled
- Email deactivated with auto-reply set up
- VPN and remote access revoked
- All SaaS applications access revoked
- Code repository access removed
- Cloud platform access revoked
- API keys and tokens rotated
- Building access / badge deactivated
Expected Output
All system access revoked. No active credentials remain.
Company Asset Return
Collect all company-owned assets. Verify against asset inventory. For remote employees, provide prepaid shipping labels. Document any unreturned or damaged items.
Checklist
- Laptop returned and condition checked
- Mobile phone returned (if company-issued)
- Access badge / key card returned
- Company credit card collected and cancelled
- Assets checked against inventory
- Unreturned or damaged items documented
Expected Output
All company assets returned and verified.
Final Pay & Benefits Processing
Calculate final pay including remaining salary, accrued PTO, outstanding expenses, and severance (if applicable). Provide benefits continuation information (COBRA, 401k rollover).
Checklist
- Final salary calculated through last working day
- Accrued PTO/vacation paid per policy
- Outstanding expense reports reimbursed
- Severance processed (if applicable)
- COBRA notification prepared and sent
- 401k rollover information provided
- Final pay stub provided to employee
Expected Output
Final pay processed. Benefits continuation information provided.
Exit Interview
Conduct a confidential exit interview (by HR, not the direct manager). Discuss reasons for leaving, manager relationship, work environment, and suggestions for improvement.
Checklist
- Exit interview scheduled
- Confidentiality assured
- Reason for departure discussed
- Manager relationship discussed
- Work environment and culture discussed
- Suggestions for improvement captured
- Exit interview documented in HRIS (confidential)
Expected Output
Exit interview completed and documented. Feedback captured for organizational improvement.
Close Offboarding & Archive Records
Verify all steps are complete. Update HRIS status to Separated. Archive the personnel file per retention policy. Close the offboarding ticket.
Checklist
- All offboarding steps verified complete
- IT confirms all access revoked
- Final pay confirmed processed
- HRIS status updated to Separated
- Personnel file archived per retention policy
- Team communication sent (if appropriate)
- Offboarding ticket closed
Expected Output
Offboarding fully completed and closed. Employee record archived.