Offboarding Checklist

A complete process for offboarding a departing employee, from knowledge transfer to access revocation.

Published June 26, 2026

Printable PDF HR Managers Offboarding IT Setup

When Notice Is Given

Confirm the resignation or termination details in writing
Record the agreed last working day and notice period
Notify HR, IT, payroll, and facilities of the departure
Early notice gives every team time to plan.
Review any contract terms, notice obligations, or agreements
Plan the communication to the team and clients
Outline the knowledge transfer and handover plan

Plan Knowledge Transfer

List the departing employee's key responsibilities and projects
Identify who will take over each task or account
Have the employee document processes and login locations
Schedule handover sessions with the receiving teammates
Transfer ownership of files, documents, and shared resources
Capture contacts, vendor details, and ongoing commitments
Write down what only this person knows.

Transition Work and Projects

Reassign open tasks and active projects to new owners
Update project tools and trackers with the new assignees
Introduce successors to clients and external partners
Reroute the employee's email and shared inbox responsibilities
Confirm deadlines and deliverables are covered after the last day
Document any unfinished work and its current status

Revoke Access and Secure Data

Schedule account deactivation for the end of the last day
Disable email, single sign-on, and VPN access on schedule
Remove the employee from all systems, apps, and groups
Revoke building badges, keys, and physical access codes
Reset shared passwords the employee had access to
Rotate any credentials they knew, not just personal ones.
Back up and transfer needed data before closing accounts

Collect Equipment and Assets

List all company equipment assigned to the employee
Arrange return of laptop, phone, monitor, and accessories
Collect badges, keys, credit cards, and parking passes
For remote staff, send a prepaid return label and instructions
Inspect returned equipment and update the asset log
Wipe and reissue or store returned devices securely
Confirm data is removed before redeployment.

Close Out and Say Goodbye

Confirm final pay, expenses, and benefits with payroll and HR
Hold an exit interview to gather candid feedback
Communicate the departure and new contacts to the team
Update the org chart, directory, and distribution lists
Thank the employee and acknowledge their contributions
Archive the employee record per your retention policy
Retention rules vary; follow local laws and HR guidance.

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An offboarding checklist is a complete process for managing an employee's departure, covering knowledge transfer, access revocation, equipment return, and a respectful goodbye. It protects company data, preserves institutional knowledge, and keeps the transition smooth for the team that remains.

Unlike a single exit-day task list, offboarding spans the full notice period. It starts when notice is given and ends after the last day, ensuring work is handed over and systems are secured in the right order.

This printable checklist helps HR, IT, and managers coordinate so nothing is missed, from documenting processes to closing accounts safely.

Download the PDF, assign owners across departments, and check off each task across the notice period. The result is a secure, organized departure that protects the business and treats the leaver with dignity.

FAQ

What is offboarding?

Offboarding is the structured process of managing an employee's departure, including knowledge transfer, access revocation, equipment return, and final administration. It protects data and preserves knowledge for the remaining team.

When should offboarding start?

Begin as soon as notice is given. Starting early leaves time for proper knowledge transfer and a planned, secure shutdown of access rather than a rushed last-minute scramble.

Why is knowledge transfer important during offboarding?

Departing employees hold processes, contacts, and context that can otherwise be lost. Documenting their work and handing it to teammates keeps projects moving and avoids gaps after they leave.

How is offboarding different from an exit checklist?

Offboarding is the broad process across the notice period, including handover and access cleanup. An exit checklist focuses on the final-day HR administration such as final pay, returns, and the exit interview.

Can I print this offboarding checklist?

Yes. Download the printable PDF, assign owners across HR, IT, and the manager, and check off each task from notice through the last day to keep the departure secure and organized.