{"id":409,"date":"2025-08-28T01:27:52","date_gmt":"2025-08-28T05:27:52","guid":{"rendered":"https:\/\/employmenthero.com\/en-ca\/?p=409"},"modified":"2026-02-03T00:12:28","modified_gmt":"2026-02-03T05:12:28","slug":"employee-offboarding-checklist","status":"publish","type":"post","link":"https:\/\/employmenthero.com\/en-ca\/blog\/employee-offboarding-checklist\/","title":{"rendered":"A guide to graceful exits and last impressions"},"content":{"rendered":"\n<div class=\"wp-block-group alignfull blog-template-header has-neutral-100-background-color has-background has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:var(--wp--preset--spacing--16)\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\"><div style=\"--bb--crumb-gap:.4em;\" class=\"blog-template-breadcrumb wp-block-employmentherocom2025-breadcrumb-block\"><nav role=\"navigation\" aria-label=\"Breadcrumbs\" 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9.44693666,8.24224316 C8.94677511,7.81302264 8.20254916,7.8816073 7.78481199,8.39527139\" id=\"Fill-4\" fill=\"#000000\" mask=\"url(#mask-4)\"><\/path> <\/g> <\/g> <\/g> <\/g> <\/svg> \n    <\/span>\n            <span class=\"eh-social-sharing-button__copied_text\">\n            URL copied for sharing!        <\/span>\n    <\/div><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-global-padding is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-5 wp-block-group-is-layout-constrained\"><h1 class=\"blog-template-title wp-block-post-title\">A guide to graceful exits and last impressions<\/h1><\/div>\n\n\n\n<p class=\"blog-template-sub-title\" style=\"padding-top:var(--wp--preset--spacing--9);padding-bottom:var(--wp--preset--spacing--9);line-height:1.5\"><\/p>\n\n\n\n<div class=\"wp-block-group is-layout-flex wp-container-core-group-is-layout-7 wp-block-group-is-layout-flex\">\n<div class=\"wp-block-query wp-block-hosts-query has-global-padding is-content-justification-left is-layout-constrained wp-container-core-query-is-layout-1 wp-block-query-is-layout-constrained\"><\/div>\n\n\n\n<div class=\"wp-block-group blog-template-meta-row is-layout-flex wp-container-core-group-is-layout-6 wp-block-group-is-layout-flex\">\n<p class=\"has-text-align-center has-sm-font-size\" style=\"border-left-color:var(--wp--preset--color--neutral-700);border-left-width:1px;padding-left:var(--wp--preset--spacing--2)\">Published<\/p>\n\n\n<div class=\"wp-block-post-date has-sm-font-size\"><time datetime=\"2025-08-28T01:27:52-04:00\">Aug 28, 2025<\/time><\/div>\n\n\n<p class=\"has-text-align-center has-sm-font-size\" style=\"border-left-color:var(--wp--preset--color--neutral-700);border-left-width:1px;padding-left:var(--wp--preset--spacing--2)\">Updated<\/p>\n\n\n<div class=\"wp-block-post-date__modified-date wp-block-post-date has-sm-font-size\"><time datetime=\"2026-02-03T00:12:28-05:00\">Feb 3, 2026<\/time><\/div>\n\n<p class=\"has-sm-font-size\" style=\"border-left-color:var(--wp--preset--color--neutral-700);border-left-width:1px;padding-left:var(--wp--preset--spacing--2)\"><\/p><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull blog-image-container has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<figure class=\"wp-block-image aligncenter size-large is-resized blog-template-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"576\" src=\"https:\/\/employmenthero.com\/en-ca\/wp-content\/uploads\/sites\/6\/2025\/08\/A-guide-to-graceful-exits-and-last-impressions-1024x576.webp\" alt=\"A guide to graceful exits and last impressions\" class=\"wp-image-7820\" style=\"aspect-ratio:16\/9;object-fit:cover;width:864px\"\/><\/figure>\n<\/div>\n\n\n\n<div style=\"height:66px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:30%\">\n<div class=\"wp-block-group sticky-side-panel is-vertical is-content-justification-stretch is-layout-flex wp-container-core-group-is-layout-11 wp-block-group-is-layout-flex wp-container-2 is-position-sticky\">\n<p class=\"has-lg-font-size\" style=\"border-bottom-color:var(--wp--preset--color--neutral-200);border-bottom-width:0.1rem;padding-top:var(--wp--preset--spacing--4);padding-bottom:var(--wp--preset--spacing--4)\"><strong>Contents<\/strong><\/p>\n\n\n\n<div class=\"content-single-table-content\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:70%\">\n<div id=\"content-wrapper\" class=\"wp-block-group content-wrapper has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-bottom:var(--wp--preset--spacing--4)\">\n<p>Employees are a company\u2019s most important source of competitive advantage; this is because human capital takes about seven years for a competitor to mimic. As a result, when an employee leaves the organization, a proper offboarding procedure is just as crucial as&nbsp;onboarding.<\/p>\n\n\n\n<p>Offboarding refers to the process of transitioning a current employee out of the organization and integrating their replacement into that role. Similar to how a good first impression promotes employee retention, a good last impression can leave the door open for an employee to return or become your company\u2019s brand ambassador. In light of this, a proper offboarding program can set you apart from your competitors, all while ensuring the process is consistent across the board, limiting the possibility of discrimination or foul play.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What is the purpose of a checklist?<\/strong><\/h2>\n\n\n\n<p>First impressions are important, but so are the last ones. The purpose of an offboarding plan is to not only ensure security and transfer of knowledge, but to give a proper goodbye and constantly improve the employee experience at your company.&nbsp;<\/p>\n\n\n\n<p>A well-structured&nbsp;offboarding process&nbsp;with a checklist to cross off all the do\u2019s can make things hassle-free for HR, all while giving the exiting employee a pleasant experience.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Employee offboarding steps for HR leaders<\/strong><\/h2>\n\n\n\n<p>So let\u2019s get into it. Here\u2019s a checklist of everything you need to remember when offboarding an employee:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Formally receive and accept resignation\/termination letter<\/strong><\/h3>\n\n\n\n<p>When an employee voluntarily decides to leave the organization, they must&nbsp;<a href=\"https:\/\/duttonlaw.ca\/do-you-have-to-give-two-weeks-notice-in-canada\/\" target=\"_blank\" rel=\"noreferrer noopener\">provide the employer with a notice<\/a>. To ensure legal compliance and to remove any foul play, ensure managers and HR formally accept the resignation letter by issuing a written statement accepting the employee\u2019s resignation.<\/p>\n\n\n\n<p>Where an employee leaves the company due to termination, make sure all paperwork regarding termination is formally written and accepted by the employee. To maintain compliance, HR should keep an&nbsp;employee\u2019s records&nbsp;for a minimum of five years. Keeping these records will protect the employer should there be any questions about an employee\u2019s exit from the organization.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Communicate exit to others as soon as possible<\/strong><\/h3>\n\n\n\n<p>In many instances, companies will forget to alert payroll and benefits administrators, and they will continue to pay or offer parting employees with benefits even after they are long gone.<\/p>\n\n\n\n<p>To avoid this, once the exit of an employee is finalized, communicate this information to those that need to remove the employee from the organizational systems.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>TIP:&nbsp;With 91±¬ΑΟ,&nbsp;you can set reminders to notify respective departments.<\/p>\n<\/blockquote>\n\n\n\n<p>In most cases, the people who should be notified are the following: IT, payroll, benefit administrators, HR, managers, security, and relevant team members.<\/p>\n\n\n\n<p>Alerting security of the employee\u2019s exit will help avoid any security concerns, especially if the employee\u2019s exit ends on bad terms. Letting the employee\u2019s colleagues know of their co-worker&#8217;s departure will help prevent any miscommunication and rumors from spreading around. If the employee is leaving voluntarily, communicate their exit with the team and wish them the best of luck in their next adventure; this will help create an excellent last impression for the parting employee and the remaining employees.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Transfer knowledge<\/strong><\/h3>\n\n\n\n<p>Provide the parting employee with the time and resources to transfer their knowledge by recording essential information or by having the employee mentor another. Create a plan as to how the transfer of knowledge is to be carried out and stick to it. Managers and HR should consider the fact that more intricate knowledge will take longer to transfer. As a result, employment contracts for positions with more intricate knowledge should include longer notice periods.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. Recover company assets<\/strong><\/h3>\n\n\n\n<p>Make sure you collect all company property from the departing employee; this may range from company laptops, credit cards, uniforms, parking permits, or company vehicles. Doing so will remove any security concerns that may arise and will ensure the company\u2019s brand isn&#8217;t misrepresented.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>5. Revoke organization privileges and access<\/strong><\/h3>\n\n\n\n<p>Cybersecurity is of massive importance in preventing the leakage of valuable company information. As a result of revoking access to any shared drives or company platforms, we eliminate the risk of having employees who are no longer with the organization to have access to any sensitive data. Revoking all organizational privileges will help decrease any undesired behaviours that may arise during the offboarding process.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>6. Update organizational chart, website, and other company information<\/strong><\/h3>\n\n\n\n<p>Update company information by removing the employee from any pending invitations, organizational charts, emails, etc. Redirecting emails or calls will facilitate the transition of the employee out of the organization and the transition of their replacement into that role.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>7. Finalize financial details including any outstanding money owed and final payment details<\/strong><\/h3>\n\n\n\n<p>Pay out any outstanding debts or reimbursements owed to the employee, and make sure the employee also pays any outstanding money they may owe the company. It will give you peace of mind if you do this beforehand, as it will ensure everything is taken care of and dealt with before the employee departs from the organization.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>8. Clarify entitlements, if any<\/strong><\/h3>\n\n\n\n<p>During termination or when accepting an employee\u2019s resignation letter, make sure you clarify if the employee is entitled to any benefits or monetary compensation after their departure from the organization. If employees are entitled to such benefits, clarify the extent to which these entitlements are to occur and for how long after the employee\u2019s departure.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>9. Provide parting documents<\/strong><\/h3>\n\n\n\n<p>Legally speaking, you are obligated to provide parting employees with a certificate of service, final pay information, and copies of employment contract, if requested. You are not obligated to provide parting employees with reference letters, but how much documentation you provide the employee will depend on the circumstances of their separation from the company.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>10. Conduct an exit interview<\/strong><\/h3>\n\n\n\n<p>Employees leave for a reason. It is valuable to learn why an employee is choosing to part, and what they think your organization can improve. Make sure to schedule an exit interview with the parting employee where you can ask them for honest feedback. Based on the feedback you obtain, share it with the organizational leaders, and come up with a plan to make the appropriate changes or follow through where needed.&nbsp;<\/p>\n\n\n\n<p><a href=\"https:\/\/employmenthero.com\/en-ca\/resources\/complaints-handling-policy\/\">Address any complaints<\/a> that may have been brought up, and make sure to eliminate such issues. If you cannot schedule an in-person interview, ask them to fill out a survey where you can collect all of their feedback. Continuous organizational improvement is critical in ensuring success and obtaining employee feedback is the best way to go about it.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>TIP: it is a good idea to send the parting employee with the list of questions beforehand, so they have time to reflect on their answers.<\/p>\n<\/blockquote>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>11. Thank your employee for their service<\/strong><\/h3>\n\n\n\n<p>Employees have put a lot of time and effort into their jobs, and they deserve to be recognized for it. Thank them by having a going away party, a thank you card, a parting gift, or a token of your appreciation. Showing the employee your appreciation for their hard work will allow them to see you in a favourable light, where they are willing to return or promote you with their network. Thanking them for their time will also help keep morale high, where others may not be as happy about the separation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Learn more with 91±¬ΑΟ<\/h2>\n\n\n\n<p>For more information on improving your company culture and employee experience, dive into the resources below:&nbsp;<\/p>\n\n\n\n<p>To learn how you can keep EDI a top priority in your workplace, read\u00a0four ways to create and maintain an inclusive workplacerted with eOS,\u00a0<a href=\"https:\/\/employmenthero.com\/en-ca\/pricing\/\">view our information on pricing here,<\/a> or click below to book in time to speak with someone.<\/p>\n\n\n\n<p>To improve professional development at your company, read&nbsp;5 Ways to Create a Culture of Lifelong Learning<\/p>\n\n\n\n<p>For reasons why you should consider adding a culture specialist to your HR team, read&nbsp;Why we hired a People &amp; Culture Specialist (and why you should too)<\/p>\n\n\n\n<p>To learn why an EDI strategy is good for you and good for business, watch our recent webinar,&nbsp;Workplace equity, diversity, and inclusion. Where do I get started?\u200d<\/p>\n\n\n\n<p>Interested in creating your EDI strategy but don&#8217;t know where to begin? Check out&nbsp;workplace equity, diversity, and inclusion (EDI) are important to my company. Where do I start?\u200d<\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-nowrap is-layout-flex wp-container-core-buttons-is-layout-2 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\" data-trigger-modal=\"request-a-demo-modal\"><a class=\"wp-block-button__link wp-element-button\">Learn more<\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull is-style-default has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--20);padding-bottom:var(--wp--preset--spacing--20)\">\n<div class=\"wp-block-group is-content-justification-space-between is-layout-flex wp-container-core-group-is-layout-13 wp-block-group-is-layout-flex\" style=\"margin-bottom:var(--wp--preset--spacing--10)\">\n<h3 class=\"wp-block-heading\">Related Resources<\/h3>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button is-style-link-arrow is-style-link-arrow--3\"><a class=\"wp-block-button__link has-btn-brand-background-color has-background wp-element-button\" href=\"\/resources\/?topic%5B0%5D%5B0%5D=Product\">View all<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-query blog-3-col-query-loop is-layout-flow wp-block-query-is-layout-flow\"><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Published Updated Contents Employees are a company\u2019s most important source of competitive advantage; this is because human capital takes about seven years for a competitor to mimic. As a result, when an employee leaves the organization, a proper offboarding procedure is just as crucial as&nbsp;onboarding. Offboarding refers to the process of transitioning a current employee [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":7820,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_lite_auth_enabled":false,"_lite_auth_trigger_method":"scroll","_lite_auth_scroll_percent":25,"_lite_auth_click_element_query":"","exclude_from_algolia":false,"reading_time":"6 min read","display_reading_time":false,"download_content_type":"","download_file":"","download_url":"","download_cta_label":"","footnotes":""},"categories":[1],"tags":[],"resource-type":[],"topic":[],"industry":[],"audience":[],"business-size":[],"product-tag":[],"funnel-stage":[],"region":[],"pain-point":[],"persona":[],"post_features":[],"class_list":["post-409","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorised"],"_links":{"self":[{"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/posts\/409","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/comments?post=409"}],"version-history":[{"count":4,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/posts\/409\/revisions"}],"predecessor-version":[{"id":12830,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/posts\/409\/revisions\/12830"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/media\/7820"}],"wp:attachment":[{"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/media?parent=409"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/categories?post=409"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/tags?post=409"},{"taxonomy":"resource-type","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/resource-type?post=409"},{"taxonomy":"topic","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/topic?post=409"},{"taxonomy":"industry","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/industry?post=409"},{"taxonomy":"audience","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/audience?post=409"},{"taxonomy":"business-size","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/business-size?post=409"},{"taxonomy":"product-tag","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/product-tag?post=409"},{"taxonomy":"funnel-stage","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/funnel-stage?post=409"},{"taxonomy":"region","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/region?post=409"},{"taxonomy":"pain-point","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/pain-point?post=409"},{"taxonomy":"persona","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/persona?post=409"},{"taxonomy":"post_features","embeddable":true,"href":"https:\/\/employmenthero.com\/en-ca\/wp-json\/wp\/v2\/post_features?post=409"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}