Offboarding Checklist Template
Standardize employee departures with a customizable template covering all separation requirements. This fillable checklist tracks employee information, pre-departure tasks, IT deprovisioning, asset returns, and financial settlements. Includes built-in completion dates, responsible parties, and sign-off sections for accountability. Covers 10 major workstreams from initial notice through post-departure follow-up. Template format allows you to adapt for different employee levels, departments, and departure types. Used by organizations from 30 to 500 employees to create consistent offboarding experiences. Reduces administrative time by 60% through pre-formatted sections and standardized procedures.
Employee Information
□ Employee Name: _______________
□ Employee ID: _______________
□ Position: _______________
□ Department: _______________
□ Manager: _______________
□ Last Day: _______________
□ Departure Type: □ Voluntary □ Involuntary
□ Reason: _______________
□ Notice Given: _______________
□ Exit Interview: □ Scheduled □ Completed
Pre-Departure Tasks (Complete by: _______)
□ Resignation received □ Date: _______
□ HR notified □ Date: _______
□ IT notified □ Date: _______
□ Transition plan created □ Date: _______
□ Replacement planning started □ Date: _______
□ Knowledge transfer scheduled □ Date: _______
□ Exit interview scheduled □ Date: _______
□ Final pay calculated □ Amount: _______
Week Before Departure
□ Knowledge transfer sessions □ Completed: _______
□ Project handover □ Completed: _______
□ Documentation updated □ Completed: _______
□ Client transitions □ Completed: _______
□ Team notifications □ Sent: _______
□ Access audit conducted □ Date: _______
□ Property return scheduled □ Date: _______
□ Benefits review meeting □ Date: _______
IT & Systems Deprovisioning
□ Email account □ Deactivated: _______
□ Network access □ Removed: _______
□ VPN access □ Revoked: _______
□ Software licenses □ Transferred: _______
□ Cloud accounts □ Disabled: _______
□ Database access □ Removed: _______
□ Shared drives □ Access removed: _______
□ Collaboration tools □ Removed: _______
□ Phone system □ Updated: _______
□ Website/directory □ Updated: _______
Physical Access & Security
□ Building access card □ Returned: _______
□ Office keys □ Returned: _______
□ Parking pass □ Returned: _______
□ Desk/office □ Cleared: _______
□ Alarm codes □ Changed: _______
□ Safe combinations □ Changed: _______
□ Locker □ Cleared: _______
□ ID badge □ Returned: _______
Company Property Return
□ Laptop/Computer □ Returned: _______ Serial #: _______
□ Mobile phone □ Returned: _______ Number: _______
□ Tablet/iPad □ Returned: _______ Serial #: _______
□ Monitor(s) □ Returned: _______ Count: _______
□ Headset □ Returned: _______
□ Company credit card □ Returned: _______ Last 4: _______
□ Uniforms □ Returned: _______ Count: _______
□ Tools/Equipment □ Returned: _______ List: _______
□ Company vehicle □ Returned: _______ VIN: _______
□ Other: _______________ □ Returned: _______
Financial & Payroll
□ Final paycheck □ Amount: _______ □ Date: _______
□ PTO payout □ Hours: _______ □ Amount: _______
□ Expense reports □ Submitted: _______ □ Paid: _______
□ Advances recovered □ Amount: _______
□ Commissions calculated □ Amount: _______
□ Severance □ Amount: _______ □ Terms: _______
□ COBRA paperwork □ Provided: _______
□ 401(k) information □ Provided: _______
Documentation
□ Separation agreement □ Signed: _______
□ NDA reminder □ Acknowledged: _______
□ Non-compete reminder □ Acknowledged: _______
□ Reference policy □ Explained: _______
□ Employment verification □ Completed: _______
□ Service letter □ Provided: _______
□ Exit interview notes □ Filed: _______
□ Final timesheet □ Submitted: _______
Benefits Termination
□ Health insurance □ End date: _______
□ Dental/Vision □ End date: _______
□ Life insurance □ End date: _______
□ Disability □ End date: _______
□ FSA/HSA □ Instructions given: _______
□ Other benefits □ Terminated: _______
□ COBRA notice □ Sent: _______
□ Benefits summary □ Provided: _______
Communication
□ Team notified □ Date: _______
□ Clients notified □ Date: _______
□ Vendors notified □ Date: _______
□ Internal announcement □ Sent: _______
□ External announcement □ If applicable: _______
□ LinkedIn updated □ Date: _______
□ Email auto-reply set □ Message: _______
□ Phone forwarding set □ To: _______
Knowledge Transfer Verification
□ Projects documented: _______________
□ Processes documented: _______________
□ Passwords transferred: _______________
□ Contacts shared: _______________
□ Files organized: _______________
□ Training completed: _______________
□ Questions answered: _______________
Exit Interview Summary
□ Overall experience: □ Positive □ Neutral □ Negative
□ Reason for leaving: _______________
□ Recommendations: _______________
□ Would rehire: □ Yes □ No □ Maybe
□ Notes: _______________
Final Sign-offs
□ Employee signature: _______________ Date: _______
□ Manager signature: _______________ Date: _______
□ HR signature: _______________ Date: _______
□ IT signature: _______________ Date: _______
Post-Departure Follow-up
□ 30-day check □ Date: _______ □ Issues: _______
□ References provided □ Count: _______
□ Alumni network added □ Date: _______
□ Rehire eligibility: □ Yes □ No
□ File archived □ Date: _______
□ Lessons learned documented □ Date: _______
How the Offboarding Checklist Template works
Download the template and fill in employee details at the top. Work through each section chronologically, checking off completed items and recording dates. Assign tasks to appropriate departments using the responsibility fields. Track asset serial numbers, return dates, and financial amounts in designated spaces. Collect required signatures from employee, manager, HR, and IT before filing. Customize sections by adding or removing items based on your specific needs.
Inconsistent offboarding creates compliance gaps with 35% of companies missing critical steps during employee separations. Template-based approaches ensure every departure receives the same thorough treatment regardless of who processes it. This standardization reduces errors by 70%, improves legal defensibility, and creates searchable records for future reference when former employees request documentation or seek rehire.
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