Employee Exit Checklist

Obtain the employee's formal written resignation letter and verify it includes the intended last working day, reason for departure, and signature. File the original in the employee's personnel record.

Coordinate with the employee and their manager to confirm the final working date, ensuring compliance with the contractual notice period and any applicable company policies.

Prepare and send an official acknowledgment letter confirming receipt of the resignation, the agreed-upon last working day, and any next steps the employee should be aware of.

Change the employee's status to 'Pending Separation' in the HRIS, including the separation date, reason code, and any relevant notes for payroll and benefits processing.

Send notifications to IT, Facilities, Finance, Payroll, and the employee's team lead so each department can begin their respective offboarding procedures in a timely manner.

Work with the departing employee's manager to identify all critical responsibilities, ongoing projects, and institutional knowledge that must be documented and handed over before the departure date.

Have the employee create detailed status reports for each active project, including key milestones, pending tasks, stakeholder contacts, and any risks or blockers that need attention.

Determine who will assume each of the departing employee's responsibilities, either temporarily or permanently, and ensure proper introductions and context are provided.

Reassign ownership of all shared drives, cloud documents, collaboration spaces, and project management boards to the designated successor or team lead.

Arrange dedicated handover sessions between the departing employee and each person who will be taking over their responsibilities, allowing adequate time for questions and clarification.

Retrieve all company-owned hardware including laptop, monitors, keyboard, mouse, headset, webcam, and any other peripherals issued to the employee. Document the condition of each item.

Collect the employee's building access badge, parking pass, and any other physical access credentials. Deactivate all cards in the security system on the last working day.

Collect any corporate credit cards, procurement cards, or expense cards issued to the employee and notify the finance department to deactivate them immediately.

Recover company-issued phones, tablets, SIM cards, and mobile hotspots. Ensure all company data is wiped from the devices before reassignment or storage.

Collect office keys, filing cabinet keys, desk keys, and any company property such as uniforms, tools, or reference materials that were issued to the employee.

Work with payroll to compute the employee's final compensation, including prorated salary, accrued but unused vacation days, and any other outstanding pay entitlements per company policy and local law.

Compile documentation on health insurance continuation options, including COBRA enrollment deadlines, coverage details, and monthly premium costs so the employee can make informed decisions.

Review and approve any pending expense reports submitted by the employee, ensuring all legitimate business expenses are reimbursed in the final paycheck or a separate payment.

Supply the employee with information about their retirement account balance, vesting schedule, rollover options, and the deadline for making rollover decisions to avoid tax penalties.

Inform the employee when they will receive their final pay stub and W-2 or equivalent tax documents, and confirm the mailing address or electronic delivery preferences on file.

Arrange a structured exit interview with HR to gather candid feedback about the employee's experience, reasons for leaving, and suggestions for organizational improvement. Document all responses confidentially.

Draft a formal experience letter or certificate of employment confirming the employee's tenure, job title, and dates of service. Have it reviewed and signed by the appropriate authority.

Coordinate with the employee's manager to draft a professional and respectful departure announcement to the relevant teams, acknowledging the employee's contributions and introducing transition plans.

Update the company org chart, internal directory, email distribution lists, and any public-facing team pages to reflect the employee's departure on or after their last working day.

Review any non-compete, non-solicitation, or non-disclosure agreements with the departing employee to ensure they understand their ongoing obligations and the duration of each restriction.

Inform the employee of the company's reference policy, including who they can list as a reference and how future employment verification requests will be handled.