Employee Exit Checklist:

About:

This guide sets out the steps that employees, line managers and HR must follow when an employee leaves the organisation. It is designed to ensure a smooth exit process and to make sure that no critical tasks, assets or access are missed.

Line Manager Responsibilities:

Line managers are responsible for overseeing the employee’s exit and ensuring all operational requirements are completed.

• Task Handover: Confirm that all responsibilities, tasks and projects have been handed over and documented.
• Return of Company Assets: Ensure all company-owned equipment and property have been returned.
• System Access: Work with IT to make sure system and account access is removed at the appropriate time.
• HR Process Completion: Check that all HR requirements, including exit interviews and final arrangements, have been completed.
• Final Review: Carry out a final review with the employee to confirm that all steps are complete and recorded.

HR Responsibilities: Key Checks:

HR is responsible for managing the formal and contractual aspects of the employee’s departure.

• Exit Interview: Arrange and complete an exit interview where applicable.
• Final Pay and Benefits: Confirm final salary payments, including outstanding leave, bonuses and any other entitlements.
• Pension and Insurance: Provide information on pension arrangements and insurance continuation or transfer.
• Internal Communication: Notify relevant teams and departments of the employee’s departure.
• Client or External Notification: Inform clients or external stakeholders where required and confirm the new point of contact.

Leaver’s Key Checks:

1, Handing Over Responsibilities

• Tasks and Projects: Provide a list of all ongoing work, including deadlines, key contacts and next steps.
• Documentation: Ensure all relevant documentation (such as project plans, reports and guides) is up to date and stored in the correct location.
• Key Contacts: Share details of important stakeholders, suppliers or clients.
• Handover Meeting: Arrange a handover meeting with the replacement or nominated team member.

2, Returning Company Assets

• IT Equipment: Return all company-issued devices, including laptops, mobile phones and tablets.
• Access Cards and Keys: Hand back office keys, access cards and security passes.
• Company Cards: Return any corporate credit, fuel or expense cards.
• Other Assets: Return any additional company property, such as uniforms, tools or vehicles.

3, Data and Access Management

• Email and System Access: Ensure IT is informed so that access to email and business systems (e.g. CRM, HR systems, internal software) can be removed.
• Password Handover: Provide access details for critical business systems where permitted and approved.
• File Backup: Save all work-related files to the appropriate shared drives or team folders.
• Remove Personal Accounts: Sign out of and remove any personal accounts (such as Google Drive or Dropbox) from company devices.

4, Clearing Personal Space

• Desk and Personal Items: Remove all personal belongings from desks and office areas.
• Digital Clean-up: Delete any personal files or data from company systems and devices.
• Lockers and Shared Areas: Clear personal items from lockers, cupboards and shared spaces.

And you are done 😄