Employee Exit

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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