Offboarding Exit Checklist
Offboarding checklist completed: final pay processed, knowledge transition planned, exit interview scheduled, access removed, assets returned, benefits notifications sent, HRIS updated.
Before you start
- Offboarding policy with timeline (typically 2-week notice or immediate)
- Cross-team workflow (IT, finance, legal, manager)
- Exit interview process
- Departing employee record
- Last day, reason, voluntary vs involuntary
- Asset and access list
The steps
- Confirm departure details with manager — Verify: last day, reason, voluntary or involuntary, transitioning-vs-replacing role decision. Different paths for voluntary vs involuntary — involuntary requires legal coordination first.
- Calculate final pay and PTO payout — Pull: accrued and unused PTO (paid out per state law — California requires payout, others vary), unpaid commissions or bonuses, any clawbacks. Confirm with payroll. Final paycheck timing varies by state — usually within 24-72 hours of last day.
- Plan knowledge transfer — Coordinate with manager: what's the transition plan? Who picks up open work? Schedule transition meetings, doc handovers. 2-week notice should produce documented handover; immediate departure means manager picks up the reins.
- Schedule exit interview — Voluntary departures: 30-min exit interview with HR (not manager) in the last week. Optional but recommended. Captures: reason for leaving (real reason, not stated), what worked, what didn't. Patterns surface attrition drivers.
- Coordinate access removal — On last day, IT removes: SSO, email forwarding (or set up auto-responder), Slack/Teams, system-specific accesses, badge/door access, VPN. Some accesses end at 5pm on last day; others (email forwarding) may run for 30-90 days.
- Coordinate asset return — Laptop, equipment, badge, parking pass. For remote: return shipping label or pickup. Verify return within 5 business days. Note any damage. Initiate write-off if asset not returned.
- Process benefits transitions — Send COBRA notice (US), confirm 401k options (rollover vs leave), HSA/FSA balances, equity vesting status (especially for involuntary terminations). These are legally required notifications.
- Update HRIS and announce internally — Mark employee terminated in HRIS with last day. Send a brief team-wide announcement (with the departing employee's input on tone). Don't surprise the team — communication respects everyone.
If it goes wrong
Access not removed promptly — security exposure
Hard SLA: all SSO and critical accesses removed by 5pm on last day. Audit weekly for orphan accounts.
Final paycheck calculated wrong, employee disputes
Calculate twice (manager + payroll). Audit pre-issuance. Disputes after are awkward and erode brand.
Asset never returned
Track asset return as part of last-day. If not returned in 5 business days, contact employee, then escalate to legal. Write off after 30 days if unrecoverable.
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