A smooth offboarding process ensures a professional transition for departing employees while protecting the organization’s security and assets. Below is a comprehensive checklist with a focus on digital offboarding to help prevent misunderstandings around timelines, responsibilities, and expectations.
1) Communication & Documentation
Confirm resignation/termination details in writing, including last working day and exit process.
Clearly communicate timelines for returning equipment, revoking access, and final payments.
Provide an offboarding guide to ensure clarity on the process.
Conduct an exit interview to gather feedback and insights.
2) Access & Security
Revoke email, VPN, and internal system access immediately upon departure (or per agreed timeline).
Remove access to third-party applications (e.g., Slack, Jira, Salesforce, GitHub, AWS, Google Workspace, etc.).
Reset shared passwords and update access permissions for sensitive systems.
Deactivate company SSO (Single Sign-On) credentials.
Disable company-owned multi-factor authentication (MFA) tokens.
Notify IT and security teams to track any unusual activity post-exit.
3) Equipment & Data Management
Provide clear instructions and a deadline for returning company-owned devices (laptop, phone, accessories, etc.).
Arrange for pre-paid shipping labels or in-office drop-off, ensuring a tracking system is in place.
Ensure proper device reset and data wipe before reassigning or decommissioning hardware.
Retrieve or transfer ownership of digital files, documents, and work-related data.
Ensure compliance with data retention policies and legal requirements for any critical files.
Revoke access to cloud storage platforms (Google Drive, OneDrive, Dropbox, etc.).
4) Payroll, Benefits & Legal Considerations
Confirm the final paycheck date and any outstanding reimbursements.
Provide information on benefits continuation and retirement account transitions.
Process any owed bonuses, commissions, or unused PTO payouts.
Ensure non-compete, NDA, or confidentiality agreements remain in effect, if applicable.
Obtain any necessary signatures for offboarding documents.
5) Transition & Knowledge Transfer
Identify ongoing projects and delegate tasks or reassign responsibilities.
Transfer critical knowledge, including documentation, credentials (where applicable), and team updates.
Ensure handoff of donors, sponsors, volunteers, key contacts, or vendor relationships.
Set up an auto-reply or forward emails as necessary.
6) Internal & External Announcements
Notify relevant teams and departments about the departure.
Update company directories, organizational charts, and internal systems.
Communicate role transition or replacement plans to impacted stakeholders.
If applicable, announce the departure to clients, donors, sponsors, or vendors.
7) Exit Experience & Future Considerations
Offer an optional exit survey to gather insights for improving the employee experience.
