Offboarding checklist
Separation details
Employee: ____________________ Role: ____________________
Manager: ____________________ Last day: ________
Type: They resigned
Confirm the resignation
[ ] Get it in writing (an email is enough) with the last working day
[ ] Reply in writing to confirm the last day
[ ] Ask: what would have made you stay? Write the answer down
Final pay
[ ] Look up your state's deadline for the final paycheck. Federal law does not require it immediately; some states do
[ ] Unused paid time off: check your written policy and your state's rule on paying it out
[ ] Owed commissions, bonuses and expense reimbursements
Final paycheck date: ________ Amount checked by: ________
Benefits
[ ] Retirement plan or other benefits, if any: tell the provider the end date
[ ] Some states require a written notice about unemployment insurance; check yours
Access to remove on the last day
[ ] Email and calendar — removed by ________ at ________
[ ] Shared drives and documents — removed by ________ at ________
[ ] Payroll, scheduling or time clock — removed by ________ at ________
[ ] Patient, client or customer records system — removed by ________ at ________
[ ] Alarm codes, door codes and shared passwords they knew — removed by ________ at ________
Property to collect
[ ] Keys and badge — returned
[ ] Laptop, tablet or phone — returned
[ ] Uniform or equipment — returned
Handover
[ ] Reassign their clients, patients or accounts, and tell them who to contact
[ ] Hand over open work: what is due, where it lives, who takes it
[ ] Set an email auto-reply or forward, and update the website and staff list
Records
[ ] Last day, type of separation and reason recorded in their personnel file
[ ] Decide what you will confirm to a reference caller (many employers confirm dates and title only)
Checklist completed by: ________ Date: ________
Where to check the rules
Final paycheck (U.S. Department of Labor): https://www.dol.gov/general/topic/wages/lastpaycheck
COBRA continuation coverage (U.S. Department of Labor): https://www.dol.gov/general/topic/health-plans/cobra
Your state labor office: https://www.dol.gov/agencies/whd/state/contacts
This template is a starting point for a conversation and a dated record, not legal advice. Employment rules differ by state and country; if you are considering ending someone's employment, check with an employment lawyer or your state labor department first.