Employee Offboarding Template

	Team Tasks
	Employee Notified of termination	Manager
	Meet With Employee to notify of termination
	Email documentation from HR - if needed, Term Paperwork
	Schedule and conduct termination meeting with employee and HR representative
	Provide written termination notice with effective date and reason (if applicable)
	Review final work schedule and last day expectations
	Email documentation from HR to employee file
	Complete exit interview and collect feedback	Manager
	Schedule exit interview within 48 hours of notification
	Use standardized exit interview questionnaire
	Document feedback and insights for management review
	Forward summary to HR and department head
	Update organizational charts and notify relevant teams about the departure	Manager
	Identify all active projects and client responsibilities
	Assign new owners for each project or client account
	Schedule knowledge transfer sessions between departing employee and successors
	Document all processes, passwords, and critical information
	Update project management system with new assignments
	Revoke access to all company systems and accounts	Manager
	Dropbox Security removed
	Quickbooks Acess Removed
	FC Acess Removed
	Email Access Fwd
	Disable or remove access to Microsoft 365, Slack, project management tools
	Remove access to client portals and third-party applications
	Change any shared passwords the employee had access to
	Collect all company property from the departing staff member (e.g., laptop, access badges)	Manager
	Employee Equipment Returned
	Badges
	Handle all final payments and benefits	Manager
	Calculate final paycheck including unused PTO or vacation time
	Process reimbursement for outstanding business expenses
	Provide COBRA benefits information and enrollment forms
	Process final 401k or retirement account distributions if applicable
	Provide final pay stub and tax documentation (W-2 timeline)
	Confirm direct deposit information or issue final check
	Review Legal Agreements and Obligations	Manager
	Review and discuss non-disclosure agreement (NDA) obligations
	Review non-compete and non-solicitation agreements if applicable
	Provide copies of all signed agreements to departing employee
	Document acknowledgment of ongoing legal obligations
	Discuss intellectual property and confidentiality requirements
	Update HR Records and Files	Manager
	Update employee status to terminated in HRIS system
	File all termination documentation in employee personnel file
	Update employment verification records
	Process unemployment insurance documentation if required
	Archive employee file according to retention policy
	Update headcount reports and organizational records
	Update Teams and Organizational Charts	Manager
	Update organizational chart to reflect departure
	Notify immediate team members of departure and transition plan
	Send company-wide announcement if appropriate
	Update department distribution lists and contact directories
	Remove employee from company website and marketing materials
	Update email signatures and auto-responders for transitioned accounts
	Verify All Offboarding Steps Completed	Manager
	Confirm all system access has been revoked
	Verify all company property has been returned
	Confirm final payment has been processed
	Ensure all documentation is filed and archived
	Close offboarding project in Financial Cents
	Schedule 30-day follow-up to ensure no outstanding issues

Employee Notified of termination

Manager

Meet With Employee to notify of termination

Email documentation from HR - if needed, Term Paperwork

Schedule and conduct termination meeting with employee and HR representative

Provide written termination notice with effective date and reason (if applicable)

Review final work schedule and last day expectations

Email documentation from HR to employee file

Complete exit interview and collect feedback

Manager

Schedule exit interview within 48 hours of notification

Use standardized exit interview questionnaire

Document feedback and insights for management review

Forward summary to HR and department head

Update organizational charts and notify relevant teams about the departure

Manager

Identify all active projects and client responsibilities

Assign new owners for each project or client account

Schedule knowledge transfer sessions between departing employee and successors

Document all processes, passwords, and critical information

Update project management system with new assignments

Revoke access to all company systems and accounts

Manager

Dropbox Security removed

Quickbooks Acess Removed

FC Acess Removed

Email Access Fwd

Disable or remove access to Microsoft 365, Slack, project management tools

Remove access to client portals and third-party applications

Change any shared passwords the employee had access to

Collect all company property from the departing staff member (e.g., laptop, access badges)

Manager

Employee Equipment Returned

Badges

Handle all final payments and benefits

Manager

Calculate final paycheck including unused PTO or vacation time

Process reimbursement for outstanding business expenses

Provide COBRA benefits information and enrollment forms

Process final 401k or retirement account distributions if applicable

Provide final pay stub and tax documentation (W-2 timeline)

Confirm direct deposit information or issue final check

Review Legal Agreements and Obligations

Manager

Review and discuss non-disclosure agreement (NDA) obligations

Review non-compete and non-solicitation agreements if applicable

Provide copies of all signed agreements to departing employee

Document acknowledgment of ongoing legal obligations

Discuss intellectual property and confidentiality requirements

Update HR Records and Files

Manager

Update employee status to terminated in HRIS system

File all termination documentation in employee personnel file

Update employment verification records

Process unemployment insurance documentation if required

Archive employee file according to retention policy

Update headcount reports and organizational records

Update Teams and Organizational Charts

Manager

Update organizational chart to reflect departure

Notify immediate team members of departure and transition plan

Send company-wide announcement if appropriate

Update department distribution lists and contact directories

Remove employee from company website and marketing materials

Update email signatures and auto-responders for transitioned accounts

Verify All Offboarding Steps Completed

Manager

Confirm all system access has been revoked

Verify all company property has been returned

Confirm final payment has been processed

Ensure all documentation is filed and archived

Close offboarding project in Financial Cents

Schedule 30-day follow-up to ensure no outstanding issues

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