Last updated: December 16, 2022

Offboarding an employee can be a difficult process for any organization. It is important to ensure that the process is handled in a professional and organized manner. A comprehensive offboarding checklist can help to verify that all necessary steps are taken to establish a straightforward process for both the employee and the organization.

An employee offboarding checklist is a document that outlines the steps that need to be taken when an employee leaves a company. It typically includes tasks such as collecting company property, returning company documents, and providing feedback on the employee’s experience. The list also covers steps for the employer to take, such as providing a final paycheck, issuing a final W-2, and notifying other departments of the employee’s departure.

Additionally, it is key to make sure that all necessary paperwork is completed, that any company property is returned, and that the employee’s access to company systems is revoked. so that the company is not left with any loose ends.

This blog post will provide an overview of the key elements of an effective offboarding checklist, including the necessary paperwork, communication with the employee, and the transfer of knowledge and resources. By following this checklist, organizations can ensure that the offboarding process is handled in a timely and efficient manner.

Employee offboarding checklist template: Stay organized

Notify/inform relevant people of the employee’s departure

Informing the supervisor

It is important to inform the supervisor when an employee is offboarding. This may involve having an exit meeting to discuss the employee’s role, responsibilities, and accomplishments during their time with the company. Discussing any remaining tasks or projects that need to be handled prior to the employee’s departure should also take place.

Informing the HR department

Before an employee leaves the company, the HR department is to be notified. This may include updating the employee’s records, such as their contact information, job history, and benefits information. This is also a good opportunity to discuss the employee’s departure with HR and ensure that the necessary paperwork is completed and filed.

Informing colleagues

Colleagues should be notified when an employee is offboarding in order to let them know that the employee is leaving the company. This may include sending out an email or holding a meeting to discuss the departure and assign any tasks that may need to be taken care of in the employee’s absence. It is also a good idea to thank the employee for their efforts and wish them well in their future endeavors.

Finalize arrangements with the employee

This step refers to the process of offboarding an employee.

Complete final payroll

The first part of the task is to complete the final payroll for the employee in question. This likely involves ensuring all wages, bonuses, and other compensation due to the employee are accounted for and the appropriate payroll taxes are withheld.

Collect all company property (e.g. keys, laptop, cell phone)

Have the employee return company property that they have been issued, such as keys, laptop, and cell phone. This should be done in a systematic way to ensure that all property is accounted for and returned to the company.

Complete relevant paperwork

Employee exit interview form

An employee exit interview form and termination paperwork are important documents in an employee offboarding checklist. The exit interview form is typically a questionnaire that is used to obtain information from an employee who is leaving the company, either voluntarily or involuntarily.

The questionnaire is generally completed in an exit interview with a Human Resources representative or a member of the employee’s department. Questions typically cover a range of topics, including job satisfaction, workplace policies, and the employee’s overall experience at the company. The answers collected on the form can provide employers with valuable feedback that can be used to improve the organization.

Termination paperwork

The termination paperwork consists of documents that must be completed when an employee leaves the company. These records can include the employee’s final paycheck, applicable benefit forms, a severance agreement, and other documents that must be completed under the requirements of applicable law. Completing these forms correctly is essential to protect the employer from potential legal liability.

Disconnect system access and IT Support

Change passwords

When an employee leaves the organization, it is important to change their passwords for all systems and networks, as well as for their email accounts. This ensures that the employee no longer has access to any company information and data.

Revoke access to systems and networks

When an employee leaves the organization, all access that they had to systems and networks needs to be revoked. This includes access to the company’s intranet, file sharing systems, and any other networks or systems they had access to.

Disable email accounts

Similarly, when an employee leaves the organization, all of their email accounts also need to be disabled. This includes email accounts associated with their work computer and any other email accounts associated with the organization. This ensures that the employee no longer has access to company emails or any other information associated with the company.

File employee record

Store and archive employee records

This process involves collecting and organizing any documents related to a departing employee’s work activity, such as performance evaluations, resumes and contracts. This is typically done to maintain a record of the employee’s contributions and interactions with the organization. It also serves as a reference in the event of any legal disputes or investigations.

Store and archive employee personal information

This process involves collecting and storing personal information such as their address, phone number, Social Security number, and other such information. This is typically done for legal reasons as well as for payroll and tax purposes. It also allows for the organization to keep track of the employee’s whereabouts in the event that they need to contact them in the future.

Return benefits

Return company benefits

This is the process of returning any company benefits that the employee has received from the company, such as company phones, laptops, credit cards, etc. The employee should make sure to return all company property that belongs to the company.

Return unused vacation or sick days

This step involves returning any unused vacation or sick days that the employee accrued. The employee should make sure to provide copies of any official documentation related to vacation or sick days, such as time off requests and time off approvals. The employee should also make sure to have their final paycheck reflect any unused vacation or sick days.

Employee offboarding checklist: FAQs concisely answered

What are the necessary documents that need to be completed?

An employee offboarding checklist should include a termination agreement, a final pay stub, a release of liability form, a final paycheck, and a direct deposit form, if applicable. The employee should submit these completed documents, alongside any company property that they have in their possession, such as keys, uniforms, laptops, etc.

What is the timeline for the employee to return company property?

Generally, the employee should return any company property within a few days after their termination date. This timeline should be outlined in the termination agreement. If they are unable to return the property within this timeframe, they should contact their manager or HR representative to discuss an alternative date.

What is the process for finalizing the employee’s wages and benefits?

The termination agreement should outline the procedure for finalizing an employee’s wages and benefits. Typically, the employee will receive their final paycheck and any applicable benefits (such as vacation pay) on their last day of work. They may also be eligible for severance pay, depending on the terms of their termination agreement.

How should the employee’s access to company systems and accounts be handled?

The employee’s access to company systems and accounts should be immediately revoked once their termination is effective. The employee should also be reminded to delete any personal documents or information they may have stored on the company’s systems.

How will the employee’s exit be communicated to the rest of the team?

An employee’s exit should be communicated to the rest of the team in a professional and respectful manner. The HR department or the manager will usually send out an email or memo to the rest of the team informing them of the employee’s departure. The email or memo should include pertinent details, such as the team member’s last day and their contact information in case the coworkers have any questions.

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