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.
Last Working Day — Revoke Access
- 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.
Last Working Day — Asset Collection
- 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.
Last Working Day — Data Transfer
- 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.
Post-Offboarding (30 Days After)
- Confirm all access has been revoked and no dormant sessions remain active.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.
Put this into practice with workro desk.