Employee Offboarding Checklist | SkillPass

Checklist

HR & Administrative

• Receive and confirm resignation in writing
• Calculate remaining vacation and coordinate with payroll
• Coordinate final salary payment with payroll
• Prepare social security notification for departure
• Request employment certificate from responsible party
• Compile exit documents and hand over to employee
• Coordinate handover date with HR and team
• Archive payroll documents

IT & Security

• Instruct IT to archive email mailbox and set up auto-reply
• Instruct IT to deactivate VPN access
• Identify SaaS accounts and assign IT to handle transfer
• Ensure handover of all shared passwords (update password manager)
• Instruct IT to deactivate intranet access
• Have cloud storage access transferred to successor
• Instruct IT to revoke admin rights
• Instruct IT to remove 2FA devices from system

Equipment & Assets

• Collect laptop and IT accessories from employee
• Receive office keys and access cards
• Have software licenses transferred to successor
• Collect company phone from employee
• Receive access card
• Collect parking pass or company vehicle from employee
• Collect physical documents and files from employee

Team & Project Transition

• Designate and inform successor
• Schedule handover meeting with successor and departing employee
• Have employee document customer contacts and hand over to successor
• Have employee hand over project deadlines and status
• Have employee document open tasks
• Have employee document escalation paths
• Clarify dependencies with other projects together with employee
• Schedule knowledge transfer sessions between employee and successor

Exit & Feedback

• Schedule and conduct exit interview
• Conduct feedback session with team
• Review confidentiality agreement with employee
• Have employment certificate issued
• Plan farewell ritual or team meeting

Knowledge Loss During Offboarding: Why Standard Checklists Fail

Studies show companies lose up to 70% of institutional knowledge when an employee departs. HR tasks and IT security get checked off – but the biggest hidden risk remains: implicit, rarely documented expertise.

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