Employee Offboarding Checklist for 2025
An employee offboarding checklist can help keep you organized and ensure a smooth and comprehensive offboarding process for departing workers.
To put it simply (which always helps me), an employee offboarding checklist is a list of steps a company follows when someone is leaving their job. It’s like an organized sheet a coach might use to make sure everything is taken care of when a player leaves the team, like collecting their uniform and saying goodbye.
We put together an infographic that outlines these critical steps and best practices to make sure a seamless transition takes place while also protecting sensitive company information and maintaining a positive relationship with departing team members.
Feel free to contact us with any questions or if you are interested in outplacement support. We hope this helps and best of luck with the offboarding process!
Employee Offboarding Checklist
Why Offboarding Matters—More Than Just Goodbyes
Offboarding isn’t simply about saying “see you later,”—it’s an opportunity to protect sensitive information, preserve organizational knowledge, and leave the departing person feeling valued.
Only 29% of organizations have a formal offboarding process, compared to 58% with formal onboarding programs. That means the majority of companies may be missing their best chance to end on a high note (SHRM). According to Atlassian, just 30–35% of employees participate in exit interviews online, and as few as 15% do so in person—even though 98% of workers feel their feedback is important to the company (Atlassian).
Those numbers tell me two things: First, we have a real opportunity to stand out by offboarding with purpose. Second, we must make exit interviews accessible and inviting—and not just another checkbox.
What’s a Great Offboarding Process Like?
I usually think of an offboarding process checklist in stages. Here’s how I build mine, emphasizing clarity, humanity, and security:
Pre-Departure Planning
I begin when I receive notice, scheduling an exit interview and mapping key dates. I pull together my employee offboarding template—which includes communications, asset lists, transition tasks, and compliance checks.Communication and Logistics
I notify the right folks (IT, Finance, Legal, Facilities, and the departing employee’s team) about the timeline and next steps. We also schedule any farewells or check-ins to make sure they’re seamless and sincere.Knowledge Transfer and Asset Recovery
Capturing institutional knowledge is critical. I sit down with them (or set up a handover meeting) to document processes and contacts. I also collect devices, badges, and revoke system access securely. AIHR emphasizes that offboarding is about security, reputation, and relationship preservation all in one (AIHR).Exit Interview and Feedback
I conduct a warm, human exit interview—ideally in person or via video, with a short, friendly questionnaire. I make sure to ask what worked well and what could have been better. Exit feedback is not a formality—it’s invaluable HR intelligence.Final Wrap-Up and Alumni Connection
I finalize documents (final paycheck, benefits summary, reference letters) and send a heartfelt thank-you message. I invite them to stay connected—because they might return one day or advocate for us elsewhere.
What I’ve Noticed Works Across the Top HR Guides
After reviewing top resources, these best practices came up again and again:
Structure and Warmth: AIHR’s offboarding guide outlines 9 clear steps, noting that nearly 40% of former employees would consider returning if they left on good terms.
Strategic Best Practices: LiftHCM focuses on standardization, automation, compliance, and strong communication to improve efficiency.
Full-Cycle Accountability: ADP emphasizes addressing paperwork, benefits transitions, asset collection, project handovers, and employee dignity.
Template Power: HR Cloud’s ready-made templates can cut admin time by 40–60%, making offboarding easier and more consistent.
Frequently Asked Questions
What’s the difference between “offboarding checklist,” “employee offboarding checklist,” and “offboarding process checklist”?
They’re essentially the same thing—different names for a structured guide to manage employee departures smoothly.
Should I use an employee offboarding template?
Yes! A template ensures consistency, reduces risk, and saves time, especially in remote or hybrid teams.
How long should offboarding take?
It varies. For junior roles, it might take a day, while senior or technical positions may require weeks of planning and transition.
What if an employee refuses an exit interview?
That’s okay. Offer an anonymous survey instead, which increases participation while keeping the process low-pressure.
How do I make offboarding secure?
Use your checklist to confirm all access rights are revoked, passwords reset, and company assets returned. IT automation tools can help streamline this step.
What legal or compliance steps are important during offboarding?
Make sure you address final pay requirements, benefits continuation (such as COBRA in the U.S.), NDAs, and any agreements tied to intellectual property.
What’s the role of managers in offboarding?
Managers should stay closely involved to provide guidance, approve handover documents, and give the employee a positive final experience.
Can a good offboarding process improve retention?
Yes! Studies show positive exits boost employer branding and increase the likelihood of rehires or referrals. Departing employees can become valuable advocates for your company.
How should I handle offboarding in a remote environment?
Ensure assets like laptops and phones are shipped back securely, schedule virtual knowledge transfers, and use e-signature tools for paperwork.
Is it worth investing in automation for offboarding?
Definitely. Platforms like BambooHR or Workday allow HR to trigger notifications, revoke access, and log compliance steps automatically—reducing risk and saving time.
Wrapping It Up—What I’d Love You to Remember
Offboarding is more than a goodbye. It’s a moment to protect your organization, gather valuable insight, and leave employees feeling respected. Here’s the quick recap:
Start with a detailed employee offboarding checklist to stay consistent and compliant.
Use an offboarding process checklist to manage communications, knowledge transfer, and asset recovery.
Lean on an employee offboarding template to streamline repeatable tasks.
Treat feedback as a gift, and make departures secure and celebratory.
With a structured, thoughtful process, you not only protect your organization but also turn departing employees into long-term brand advocates. If you’d like, I can even help turn this into a downloadable PDF template or an infographic for easy reference.
Tags: offboarding employees, offboarding checklist, employee offboarding checklist, hr offboarding checklist, employee offboarding checklist template, offboarding checklista
Author: Reid Alexander
Disclaimer: This content is for informational purposes only & not intended as professional legal or HR advice. Consult with qualified professionals for advice tailored to your specific situation. The author & publisher disclaim any liability for errors, omissions, or actions taken based on this content.