Free Employee Offboarding Checklist: Exit Checklist for HR, IT Access and Equipment Return Log, and an Exit Interview Form (PDF, Word, Excel)

What is on the page

Notice and handover

The resignation or termination letter, the confirmed last day, and a written handover with a new owner for each piece of open work.

Final pay and benefits

The final paycheck deadline set by state law, any PTO payout, expenses, the benefits end date, COBRA and retirement plan information.

Accounts and access

Every login, shared account and door code, with the action (disable, transfer, forward), the date and who did it.

Equipment and property

Laptops, phones, badges, keys, cards and anything at the person's home, with asset numbers and condition.

Exit interview ratings

Scores from 1 to 5 on eight parts of the job, with comments, plus what would have made the person stay.

A smooth exit protects the business

Most offboarding problems come from steps nobody owned. Start the checklist the day notice is given: confirm the last day in writing, agree what the team and clients will be told, and choose who takes over each piece of open work. A good handover is written, not just a conversation on the last afternoon. On the last day, collect equipment and disable accounts together, at the end of the working day. For involuntary terminations, plan access removal to happen during the meeting. Close the loop afterwards: update payroll, the website, the org chart and any software licenses which also cuts cost (see the subscription tracker for SaaS seats).

Final paycheck and benefits in the US

There's no single federal deadline for a final paycheck, but many states set one, and some are strict: certain states require payment on the last day for terminated employees, others by the next regular payday. Whether unused vacation must be paid out also depends on the state and on your written policy. Employers with group health plans that are subject to COBRA (generally 20 or more employees, with state "mini-COBRA" laws for smaller ones) must give continuation notices within set deadlines. Some states require a written notice about unemployment insurance at separation. Check the rules for the state where the employee works; this checklist is a guide, not legal advice.

Access and equipment: the security side

An active account for someone who has left is a security risk and, for many companies, a compliance problem. The access log lists every type of system, so nothing relies on memory: email, single sign-on, shared drives, chat, the CRM, finance and banking access, social media admin rights, alarm and door codes, and phone numbers. Change the passwords of any shared accounts the person knew. For equipment, match what comes back against the IT asset inventory so you can see what is missing, and have IT wipe and reissue devices. Remote employees need a prepaid return box sent a week before the last day.

Getting value from exit interviews

People who are leaving are often more candid than those who stay, especially if the interview is run by someone other than their manager and the questions are specific. Ask about the work, the manager, pay, growth, workload, culture and tools, and above all what would have made them stay. Collect the ratings over a year and patterns appear, such as pay below market or no path to promotion. Thank the person, keep the conversation private, and record it in the personnel file. Leaving on good terms matters too: former employees become customers, referrers and sometimes returning hires.

Editing the files

The PDFs are fillable. In Word, add your own systems and steps and save it as your company template. The Excel access and equipment log can be pre-filled for each role. Use the onboarding checklist for the other end of the employee journey.

Questions

What should be on an employee offboarding checklist?

Notice and last day in writing, handover of work and clients, return of equipment, keys and cards, removal of system access, final pay and PTO, benefits and COBRA notices, records updates and an exit interview.

When must a final paycheck be paid?

It depends on the state. Some require payment on the last day for terminations, others by the next regular payday. Check the law where the employee works.

When should system access be removed?

At the end of the last working day for resignations, and during or immediately after the meeting for terminations.

What questions should an exit interview ask?

Why the person is leaving, ratings of the job, manager, pay, growth, workload and culture, what would have made them stay, and what the company should change or keep.

Can I edit the checklist?

Yes. Word and Excel versions are fully editable and every line in the PDF is fillable.