Employee Separation & Offboarding Checklist

Purpose

A standard checklist for offboarding a departing employee consistently — recovering company property, reviewing benefits, reconciling final pay, and deactivating access.

How to use

Complete at separation. Record the header details (employee name, last day worked, department, title, interviewer, and date), mark each item Yes / No / N/A with remarks, and obtain sign-off from the employee, the department manager, and Human Resources.

Return of company property

• ID badge / access card
• Credit and phone cards
• Keys (desk, files, building)
• Equipment (laptop, mobile devices, at-home equipment, tools, uniforms)
• Files, documents, notebooks, manuals, and directories
• Confidential, proprietary, and sensitive information

Benefits reviewed

• Life insurance conversion
• COBRA continuation (medical / dental / vision / prescription)
• Retirement / pension plan
• 401(k) or savings plan
• Education savings plan
• Flexible spending accounts
• Credit union

Final pay and money reconciliation

• Final expense report submitted
• Relocation expenses reconciled (if any)
• Travel reservations canceled / tickets returned
• Tuition assistance reconciled (if any)
• Final pay and accrued, unused vacation calculated in accordance with applicable law

Records and access

• Home address and contact information verified
• HR system records updated (including vacation pay)
• Computer and network access disabled
• Records signed off by the appropriate managers
• Resignation letter / separation documentation on file
• Exit interview conducted (if applicable)
• Confidentiality / non-disclosure acknowledgment on file
• Other access codes deactivated (phone, door, systems)

Sign-off

Employee · Department manager · Human Resources

Note (best practice)

Final-pay timing — and what must be paid out, including accrued vacation — varies by state; confirm with payroll and counsel. Deactivate system and building access promptly on the last day to protect company and employee data.