2025 Offboarding Checklist

How your company handles an employee’s final exit process reflects its culture and values. A supportive offboarding experience for departing employees creates brand advocates, while a poorly managed process can lead to negative reviews, critical security risks and even legal complications for the business.

For a growing business, the stakes are even higher, as a leaving employee can seriously disrupt established workflows. An effective employee offboarding checklist is a strategic asset that mitigates these risks. It’s important to ensure a seamless knowledge transfer, which is a vital process for business continuity. A structured process helps document and transfer the departing employee’s knowledge and work, minimising disruption when they leave the organisation.

A thorough offboarding process is also a critical business process for maintaining data security. A comprehensive IT offboarding checklist is an important way to ensure you revoke access to all systems and email accounts in a timely manner. It’s vital to make sure all points of data access are fully secured.

A favourable exit experience also enhances your brand, attracting new people and future talent, and leaves the door open for former employees to return one day. It perfectly complements your onboarding strategy to create a complete employee lifecycle.

Our free downloadable offboarding resource is a comprehensive resource covering every step of the employee departure process. It is a practical tool for immediate use by any manager or team leader. The checklist is a user-friendly PDF, easy to share across your organisation, as a step-by-step guide to help a manager create a seamless and smooth exit experience for every employee who is leaving the company.

This guide will help you achieve:

• Consistency and compliance: Ensure every employee offboarding process is handled consistently and in compliance with UK legal and regulatory requirements.
• Enhanced security: Protect your company’s data and assets by systematically revoking access to all company systems and recovering all company property.
• Improved knowledge transfer: Facilitate a smooth transfer of responsibilities and knowledge, ensuring business continuity after an employee’s leaving.
• A favourable employee impression: Create a constructive final experience that can turn both departing and remaining employees into brand advocates for your business.

Implementing a structured offboarding process is simple with our checklist. Start this important process as soon as an employee gives notice of their termination, in order to guarantee a smooth transition. The offboarding process must then assign clear responsibilities to the team manager, HR, finance, and the IT team.

The direct manager has the most insight into the employee’s daily work, and is a critical part of the knowledge transfer process. The manager is therefore responsible for making a succession plan, and ensuring that the departing employee’s knowledge is well-documented and adequately shared with the rest of the team members.

The HR team is responsible for the administrative and legal aspects of the HR offboarding checklist. This includes processing all the resignation or termination paperwork, sending a departure acknowledgement, and scheduling a final exit interview. The HR team also needs to review any visa implications and ensure all contractual obligations are met.

The finance department handles all the final pay calculations. This includes calculating any outstanding holiday entitlement, processing final expenses, and reviewing any bonus or commission payments. The finance team is also responsible for sending the final pay and leaver details to HMRC, and issuing a P45 to the departing employee.

The IT department manages all technology-related offboarding tasks. This includes auditing and revoking system access with a detailed access termination plan, cancelling email accounts, restricting access to software and company systems, changing shared passwords, and backing up work files to protect company data.

The offboarding process is your final opportunity to make a positive impression. A thoughtful departure process makes a leaving employee feel valued, which significantly impacts your organisation’s reputation and ability to attract talent. The exit interview is a vital and important step in this process. It’s a valuable opportunity to gather honest information about your company culture, the direct manager of the departing employee, and your internal work processes. Our checklist includes a reminder to schedule an exit interview, and we encourage you to approach it as a genuine conversation, and to use the feedback to make real, constructive improvements.

Make sure you acknowledge the departing employee’s contributions during their time with the company. A simple thank you or a farewell event, like a team lunch, can make a big difference. These gestures, often led by the employee’s direct manager, help create a positive final memory. Remember, a positive offboarding experience is an important investment in your company’s future, just like your onboarding process.

Here’s a summary of what you’ll find in our downloadable offboarding resource:

• A detailed breakdown of offboarding tasks, clearly categorised by department and area of responsibility for simple ease of use.
• Clear timelines for when each task should be completed, from the moment a  notice is given to after the employee’s final day of work.
• A priority rating for each task, helping your management team focus time on the most critical items first.
• A customisable format that allows you to adapt the checklist to your company’s specific needs and management processes.