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Employee offboarding checklist

Use this with the manager, HR contact and IT provider responsible for the departure. Agree on the work before changing access. Keep completed copies in your approved private business records, not in a public shared folder.

Departure reference: ____________________ Coordinator: ____________________

Authorized by: ____________________ Access ends at (date, time and time zone): ____________________

Work passes to: ____________________ Follow-up review date: ____________________

1. Agree on the plan

• Identify who can authorize changes and who will verify them.
• Confirm the timing privately with the appropriate manager or HR contact.
• List the business information to preserve and who will take over the work.
• Confirm retention or legal-hold requirements with the responsible adviser before deleting information or changing licenses.

2. Make an account and equipment list

Check what applies: email and shared files; customer records; dispatch, estimating and accounting apps; remote access; company phones and voicemail; password managers; administrator accounts; website, domain, payment and social accounts; building access; laptops, phones and security keys.

Include systems managed by other vendors. Assign each one to somebody. Do not record passwords, recovery codes, access tokens, private employee circumstances or customer information here.

On a phone, swipe the table sideways to see every column.

3. Verify the handoff

• Ask IT to check both new sign-ins and existing sessions, connected apps and recovery methods. A password change alone may not address all access.
• Confirm needed email and files remain available to an authorized person before deletion or license changes.
• Have the replacement verify access to the working files and open jobs they need.
• Confirm who receives new customer messages and handles ongoing commitments.
• Record returned equipment and outstanding items. Confirm ownership, authorization and policy before removing work data from personal devices. Do not assume a full device wipe is authorized.
• Review shared passwords or codes with the responsible person and remaining authorized users.
• Ask for a written completion summary with open tasks, owners and follow-up dates. Some access changes take time; verify the result.

Open item / owner / due date: ___________________________________________________________

Completion confirmed by / date: ________________________________________________________

IT MGMT | Business IT planning resource | Reviewed September 22, 2026

This worksheet supports coordination. Your provider must choose the appropriate controls for each system; HR, legal and retention decisions remain with the responsible advisers. It is not a security guarantee.

Sources: Microsoft employee offboarding, Microsoft sign-in controls, Google Workspace employee departures.