<aside> ‼️ How to use this: when somebody leaves the company, we make a copy of this page with the person's name and use it individually to tick boxes - adjust anything as necessary Last updated December 2021.

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Offboarding is a process any organization takes to formally separate an employee from the company after resignation, termination, or retirement. It consists of all steps and choices that happen when an employee leaves, including:

• Knowledge Transfer
• Removal of software and account access
• Hardware reclamation
• Exit Interviews

Good offboarding ensures there are no loose ends or open access when an employee exits, ensuring there is nothing lost and no opportunities for any data or security breach. It also reduces the likelihood that we’ll find ourselves at the center of a breach or PR scandal.

This comprehensive checklist contains many of the step that are a part of a successful employee offboarding. The guide itself is a constant work in progress but contains the pieces, we have identified as the ones that can make a big difference when it comes to saying good bye to a former employee.

We hope this content will help you and make sure we have a proper and professional off-boarding of former colleagues.

This guide is divided into 2 steps:

🎁 Pre-offboarding - Before the last day

This part contains tasks to do before the employees last day divided across HR, the employee and their manager.

Pre-offboarding is a fantastic opportunity few companies actually leverage. Whatever the reasons for the termination of employment, offboarding should be a positive experience. You should put in the same amount of effort as you would during onboarding. Acknowledge their contributions, and talk positively about their time in the company.

• [ ] Communicate to employees: Gossip travels. By communicating to employees quickly, you can ensure that people receive correct information and head off any chatter. If the employee is resigning, ask for and receive a letter of resignation. In any case you’ll want to inform HR and current employees.
• [ ] Prepare Final Documentation: As part of a smooth offboarding process, you should begin to gather any documentation needed for an exit, this may include non-disclosure agreements, benefits and tax documents, final payroll, and any feedback requested.
• [ ] Notify System Administrators: Part of offboarding will be the deprovisioning of email accounts, software tools, shared drives, and more.
• [ ] Knowledge Transfer: Minimize disruption by creating a list of key tasks and knowledge that must be transferred, and prepare existing employees or any replacements.
  • [ ] Will the exiting employee do any replacement training?
  • [ ] Do backups of email accounts/documents need to be performed?
  • [ ] When an employee leaves, both computer-resident files and paper/manual files must be promptly reviewed by his or her immediate manager to determine who should become the custodian of such files, and/or the appropriate methods to be used for file disposal. As a manager you must then promptly reassign the person's duties as well as specifically delegate responsibility for the files and documents formerly assigned to that person.
• [ ] 🥺  Schedule a Team goodbye session: Make sure to invite the entire team to a goodbye lunch/session (physical or remote) on the employees last day.
• [ ] 🤝  Schedule an exit interview: One of the best ways to get honest feedback is to ask employees who no longer rely on you for their livelihood. Employee exit interviews can reveal powerful insights that you wouldn't have access to otherwise. You can conduct exit interviews face-to-face, build an exit interview form or exit interview template using a service like Survey Monkey, or encourage company reviews on Glassdoor. See this for good questions to ask and remember to collect and evaluate the feedback given so we can improve as a company!