The employee exit checklist is a tool used by HR professionals to streamline the departure process for employees. It serves as a guide for both employees and HR, ensuring a smooth transition, organized handover, and overall efficiency. This checklist is crucial for protecting the interests of both the departing employee and the organization. It ensures a positive conclusion to the employment journey, making it a vital part of the HR process.
Here is the Employee Exit checklist:
Pre-Meeting Preparation
Receive Official Resignation:
Get the resignation in writing with a clear last working day.
Acknowledge receipt of the resignation and discuss the exit process.
Schedule an Exit Interview:
Arrange a time to gather feedback on the employee’s experience.
Ensure it’s conducted by HR or a neutral party to get candid feedback.
Notify Relevant Departments:
HR: Update employee status for payroll, benefits, and compliance purposes.
IT: Plan the removal of system access, email deactivation, and retrieval of devices.
Facilities: Plan for office space reallocation and return of access cards, keys, etc.
During the Exit Process
Knowledge Transfer:
Arrange a handover of ongoing projects and tasks to a colleague or replacement.
Ask the departing employee to document key processes, contacts, and responsibilities.
Conduct meetings with team members or stakeholders to ensure smooth transitions.
Return of Company Property:
Hardware: Collect laptops, mobile devices, ID cards, access badges, and any other company-issued equipment.
Software/Accounts: Ensure they return any software licenses or account credentials used for company work.
Documents: Retrieve any physical or electronic documents, manuals, or files.
Revoke System Access:
IT Systems: Remove access to internal systems (email, cloud accounts, CRM, etc.).
External Accounts: Disable access to third-party platforms, social media accounts, or client tools.
Password Changes: Update any shared passwords or administrator rights that were previously accessible by the employee.
Finalize Payroll and Benefits:
Final Paycheck: Ensure their last paycheck includes unused vacation days, bonuses, or overtime.
Benefits: Review any outstanding benefits (e.g., health insurance, retirement funds, etc.) and explain any post-employment coverage or continuation (COBRA for US employees).
Expense Reimbursements: Process any outstanding expenses or reimbursements.
Exit Interview:
Ask for feedback on their role, management, company culture, and reasons for leaving.
Document suggestions or insights that could improve retention and employee experience.
Ensure confidentiality and encourage honest, constructive feedback.
Retrieve Confidential Information:
Ensure the employee returns or deletes any sensitive company information in their possession.
Verify that all confidential data (physical and digital) is removed from personal devices if applicable.
Post-Exit Actions
Notify Team and Clients:
Inform the team and key clients (if applicable) of the employee’s departure in a professional manner.
Share the contact information of the replacement or interim person for continuity.
Update Records:
Mark the employee as inactive in HR systems and payroll systems.
Archive personnel files and keep records as per legal retention policies.
Update the company’s organizational chart and directory.
Reallocate Resources:
Reassign the employee’s work equipment (computer, desk) or refurbish for the next hire.
Reassign accounts or licenses for company software to other employees.
Send a Farewell Communication:
If appropriate, send a formal or informal farewell email to the company or team, thanking the departing employee for their contributions.
Legal and Compliance
Non-Disclosure/Non-Compete Agreement Review:
Remind the departing employee of any non-disclosure or non-compete agreements they signed.
If applicable, ensure they understand their obligations regarding proprietary information.
Legal Compliance:
Ensure compliance with local labor laws regarding the final paycheck, benefits, and exit processes.
File necessary termination paperwork with relevant authorities (if applicable).
Follow-Up
Employee Feedback Review:
Analyze exit interview feedback and take action if needed to address any internal issues.
Share insights with relevant stakeholders to improve retention efforts.
Offboarding Survey (Optional):
Send a follow-up survey to the employee to gather additional feedback about their time at the company and the offboarding process.
Maintain Contact (Optional):
If appropriate, keep in touch with the departing employee for future networking or potential rehiring opportunities (alumni programs).
Disclaimer:
This template is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this template.
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