Checklist

Employee Offboarding Checklist

Ensure clean employee exits — revoke access, collect hardware, transfer data, and update asset registry.

Before the Last Working Day (1-2 Weeks Before)

HR notifies IT of the employee's last working day via a helpdesk offboarding ticket.
IT prepares the offboarding checklist based on the employee's access matrix.
Identify data that needs to be transferred — emails, files, project ownership.
Schedule a handover meeting between the departing employee and their manager.
Notify the employee about IT asset return procedures.

Disable the employee's directory/identity account (Google/Azure AD). This deactivates email, SSO, and all linked services.
Revoke access to all third-party tools: CRM, HRMS, project management, design tools, code repositories.
Remove the employee from all distribution lists, Slack channels, and team groups.
Reset API keys, personal access tokens, and service account passwords that the employee had access to.
Remove the employee from VPN access, Wi-Fi whitelist, and physical access cards.
Revoke any shared mailbox or calendar delegation permissions.

Collect all IT assets: laptop, charger, monitor, keyboard, mouse, headset, docking station.
Collect access cards, security tokens, and any company-owned mobile devices.
Inspect returned hardware for damage and note condition in asset registry.
Perform data sanitisation on collected devices — wipe storage using certified methods.
Update asset registry: status to 'Returned', mark for reassignment or disposal.

Forward emails to manager or successor (if required). Set up auto-reply with replacement contact.
Transfer file ownership from the employee's personal drive to manager or shared drive.
Transfer project ownership in project management tools.
Export any critical data needed for ongoing work. Archive the rest.
Document all transfer actions in the offboarding ticket for audit trail.

Confirm all access has been revoked and no dormant sessions remain active.
Archive the employee's email mailbox (do not delete for 90 days for compliance).
Run a security scan to detect any lingering access or forgotten service accounts.
Close the offboarding ticket with a summary of all actions taken.
Schedule a process review with HR to identify improvements for future offboardings.