Make a copy of the checklist before using it to track your progress.
This checklist is designed for managers to ensure all necessary steps are completed and required documentation is collected during the offboarding of departing employees at Easyterms.
Employee Name: _______________Last Day of Employment: _________________________
HR/Offboarding Manager: _____________________Department: _________________________
Item # | Task Description | Completed By (Initials) | Date Completed | Notes |
Section A: Notification of Separation |
A1 | Formal notice of resignation/termination received and documented. | |||
A2 | Effective last day of employment confirmed. | |||
Section B: Security and Access Deactivation |
B1 | Designated security company notified of employee's departure. | |||
B2 | Request made to security company to deactivate all physical access (cards, alarm codes). | |||
Section C: Company Property Collection |
C1 | Time and date scheduled for return of company property. | |||
C2 | All company property collected, including: <br>- Keys (office, cabinet, etc.) <br>- Access cards/badges <br>- Devices (laptops, phones, etc.) <br>- Company documents/files <br>- Company credit cards | |||
C3 | Signed acknowledgment from employee confirming the return of all property obtained. | |||
Section D: Account and System Access Deactivation (IT) |
D1 | All Account Deactivation: All accounts and access privileges deactivated on or before the last day of employment, including: <br>- Email accounts (O365, Gmail) <br>- Accounting Software (Xero) <br>- Communication platforms (Slack) <br>- CRM systems (SugarCRM) <br>- Knowledge management platforms (Nuclino) <br>Triblock HR<br>- Easy Payday NAS<br>-Tidio | |||
D2 | Role-Specific Account Deactivation: Access to role-specific accounts deactivated: <br>- Marketing: Facebook, Instagram, YouTube, etc. <br>- Investor: Easyterms Portal | |||
D3 | Employee data secured and transferred or archived as per policy. | |||
Section E: Final Payroll and Benefits Processing (Finance) | ||||
E1 | Final payroll processing completed (outstanding salary, vacation pay, etc.). | |||
E2 | Final benefits adjustments processed (e.g., health insurance termination). | |||
E3 | Final pay statement and required tax documents issued. | |||
F1 | Exit interview scheduled and conducted with the departing employee. | |||
F2 | Key feedback points from the interview documented. | |||
Section G: Documentation and Archiving | ||||
G1 | All offboarding documentation completed and gathered (e.g., resignation letter, property return acknowledgment, exit interview notes). | |||
G2 | All documentation securely stored and archived in the employee's personnel file. |
Offboarding Manager Signature: ____________________Date: _________________________