Complete Employee Offboarding Checklist

A comprehensive guide to ensure secure and efficient employee departures

Pre-Departure Planning (1-2 Weeks Before Last Day)

Effective offboarding begins before an employee’s final day. This planning phase ensures that logistics, compliance, and knowledge transfer are addressed well in advance.

HR Tasks

• Schedule exit interview
• Prepare final paycheck and benefits information
• Review non-disclosure and non-compete agreements
• Notify payroll and benefits administration
• Update organizational chart
• Plan knowledge transfer sessions
• Identify temporary coverage for responsibilities

IT Security Tasks

• Create inventory of all assigned equipment and accounts
• Schedule equipment retrieval (if using Device Rescue or similar service)
• Plan data backup and transfer procedures
• Identify shared accounts that need password changes
• Review access permissions across all systems

Equipment and Asset Recovery

Recovering company-owned devices and property is critical for asset tracking and cost control. Use this checklist to document condition, ensure returns, and avoid lost equipment.

Physical Equipment

• Laptop/Desktop Computer
  
  • Serial number recorded: ________________
  • Condition documented: ________________
  • Retrieval method scheduled: ________________
• Mobile Devices
  
  • Company phone returned
  • Tablet returned
  • Accessories (chargers, cases) returned
• Monitors and Peripherals
  
  • External monitors
  • Keyboard and mouse
  • Webcam and headset
  • Docking station
• Other Company Property
  
  • ID badge and access cards
  • Keys (office, storage, vehicles)
  • Company credit cards
  • Parking permits
  • Uniforms or company-branded clothing

Software and Licenses

• Software licenses transferred or deactivated
• Personal files backed up (if permitted)
• Work files transferred to appropriate team members
• Remove personal data from company devices

Account Access and Security

One of the most crucial parts of offboarding is safeguarding company data. This section covers how to systematically remove or transfer access across email, cloud tools, and internal systems.

System Access Removal

• Email and Communication
  
  • Email account disabled/forwarded
  • Slack/Teams account deactivated
  • Voicemail message updated

• Business Applications
  
  • CRM access removed
  • Project management tools
  • Financial systems
  • Industry-specific software

• Cloud Services
  
  • Google Workspace/Microsoft 365
  • Dropbox, OneDrive, or other cloud storage
  • Social media account access
• Security Measures
  
  • VPN access revoked
  • Building/office access disabled
  • Shared password changes completed
  • Two-factor authentication devices removed
  • Remote desktop access terminated

Knowledge Transfer and Documentation

To ensure a smooth transition, outgoing employees should document current responsibilities, transfer key contacts, and communicate project status to relevant team members.

Work Transition

• Project handover documentation completed
• Client/customer contacts transferred
• Ongoing tasks documented and reassigned
• Important deadlines communicated to team
• Access to shared files organized and explained

Final Meetings

• Exit interview conducted
• Team notification meeting held
• Final project review completed
• Feedback session with manager

Final Administrative Steps

On the employee’s last day, complete remaining HR, IT, and facilities-related steps. This ensures full closure of employment and compliance with policies.

Last Day Tasks

• All equipment returned and verified
• Final timesheet submitted
• Expense reports completed

‍Post-Departure

• Final paycheck processed
• COBRA/benefits continuation information sent
• LinkedIn recommendation provided (if appropriate)
• Update company directory and website
• Archive employee files per retention policy

Equipment Retrieval Best Practices

For remote or hybrid employees, collecting equipment presents unique challenges. These best practices help ensure secure and timely return of devices.

For Remote Employees

• Ship retrieval kit with prepaid label
• Provide clear packing instructions
• Include deadline for return
• Set up tracking for returned items
• Follow up if items not returned on time

Documentation

• Photograph equipment condition upon return
• Update asset management system
• Note any damage or missing items
• Process for repair or replacement if needed

Legal and Compliance Considerations

Protect your organization from legal risks by documenting returns, processing final wages accurately, and complying with local and industry-specific employment laws.

Documentation Requirements

• Signed acknowledgment of returned property
• Final agreement on outstanding obligations
• Record of final wages and deductions
• Compliance with state/local termination laws

Data Protection

• Ensure GDPR/privacy law compliance
• Secure deletion of personal data
• Backup of necessary business data
• Documentation of data handling procedures

Emergency Offboarding Checklist

When an immediate termination is required, security and communication must happen quickly. Use this rapid-response checklist to guide urgent offboarding steps.

Immediate Actions (Within 1 Hour):

• Disable all system access
• Deactivate badge and building access
• Contact security if needed
• Secure physical workspace
• Change shared passwords

Within 24 Hours:

• Initiate equipment retrieval
• Notify clients/customers if appropriate
• Update team on access changes
• Begin knowledge transfer process

Post-Offboarding Review

A strong offboarding process doesn’t end when the employee leaves. Review results, confirm all tasks are complete, and update your procedures for future improvements.

30-Day Follow-Up

• Confirm all equipment returned
• Verify all access removed
• Review process for improvements
• Update offboarding procedures if needed

Documentation

• Employee file completed and archived
• Asset inventory updated
• Exit interview summary filed
• Lessons learned documented

Need help with equipment retrieval? Device Rescue specializes in secure, efficient recovery of company devices from departing employees. Our professional service includes secure packaging, employee communication, and complete tracking from pickup to return.