Employee Exit Checklist
1. Communication
Inform Employee’s Manager
Set a meeting with employee
Inform Team Mates
Inform Relevant Departments
2. Knowledge Transfer
New Meeting Line up’s (Job Handover)
Training of new employee
List of Contact
Useful Resources
3. Recover Assets
Laptop
Sim
Mobile
Keys
Other assets
Remaining Visiting Cards
I D Card
4. Update IT permissions & Access
Redirect Email
Close ERP CRM Account
Any Other Credentials
5. Documentation
Employee Signed Resignation Letter or Termination Letter Acknowledgement
No Dues Certificate
Full & Final Pay Settlement Letter
Employee Experience Letter/ Relieving Letter with acknowledgement
1. Communication
if the employee has made up their mind to leave, he/she has to further communicate about the
resignation to the HR Department. The HR department must set a meeting to discuss the decision with the
employee and their senior. This gives the employee the space to discuss their problems and present their
wants. Giving the company a chance to retain them. After that, if the employee would still like to go ahead
with the further process they submit their resignation in writing to the HR department.
The HR department then communicates the same with the employee’s team and necessary
departments. Setting things in motion for a smooth transfer of work. Furthermore, the HR department then
shares the employee’s exit date with the manager.
2. Documentation/ Paper Work
Managing and documenting the leaving employee’s letter, offer letter, details and benefits is extremely
important. The department should have the employee’s resignation letter before taking steps forward.
Furthermore, this is the right time to check whether their documents are in order. If they aren’t it is possible
that there won’t be a time in the future to be able to fill those details in. Which can be extremely
troublesome in the future.
Few things that the HR department should check before the employee’s last day in the office are :
1. Their signed resignation letter or acknowledgment of the termination letter.
2. Their Non-Disclosure Agreement along with all relevant forms for the company’s security.
3. The employee benefits that will continue
4. Whether the employee has any salary or conveys due.
5. A final pay-check is prepared, which includes the documentation.
6. The HR drafts the employee’s Testimonial or popularly known as Experience letter
7. After all, the employee’s confirmation of receiving the Experience letter.
3. Job Handover
The creation of a job handover cannot be done in a single day. Therefore, it is the duty of the HR
department to help the exiting employee make a thorough job handover document. It should be a thorough
document and that also helps the new employee to take over the role and the responsibilities. Also Provide
the new employee with all the necessary information regarding their role is extremely important.
Ensure that the exiting employee documents the tasks and divides them with heading and subheadings.
This will help the new employee keep track of the tasks easier. Furthermore, mention the important details
that the employee will require to fulfil their tasks. Give them a brief background about the clients and their
expectations.
Furthermore, mention the ongoing tasks along with the priority tasks under a different heading. This
will give the employee an idea about where they should start.
1. Contacts
1.1 Clients
1.2. Vendor
1.3. Support employees
1.4. Important Email IDs
2. General
2.1. Daily duties
2.2. Weekly duties
2.3. Monthly duties
2.4. Protocols
2.5. Roles
2.6. Supervisor to report to
2.7. Process flows
3. Documents
3.1. Important documents
3.2. Checklists
3.3. Client presentations as well as background information
3.4. Details
3.5. Department documents
3.6. Logbooks
3.7. Link to important documents
4. Recover Company Assets
When an employee leaves an organization it is the HR department’s responsibility to confirm that all
the company assets have been recovered from the employee before their leaving date. This could include
company laptops, computers, uniforms, keys or more. The reporting authority must also reclaim company
files, folders, swipe cards, ID cards, and other inventory of supplies.
If there are complications with the recovery of assets the HR department can also offer a buy-in option to
the employee.
5. Update IT permissions and access
The HR department must work with the IT department to ensure that the employee’s employee login,
access to their PC and other information is no longer available to them. It is also a common practice to
redirect their emails or add an “out of office” message to it for a short duration of time.
Furthermore, sensitive credentials that are known to the employee should be changed and their
entrance access should be revoked. If the employee handles clients then the HR department must also
decide whether the clients should be informed about the same or not. These are very important tasks to
ensure the security of the company
6. Exit Interview
The exit interview is an essential part of the employee offboarding checklist. Also, It is necessary to
conduct an Exit Interview as a part of the employee off-boarding process. An exit interview is the last
communication link with the employee when he/she is still part of the organization. Again, HR can try to
understand why and what of the employee’s situation, checking any final chances of retaining the
employee.
A member of the HR department tries to understand the true reason for their departure. It is also the
final chance of retaining the employee. A good company understands that taking feedback from a leaving
employee is important. Furthermore, it is important to work on those areas to produce better results.
It is important to hear what the exiting employee has to say. Not only employees are the most honest in
their exit interviews but also can give you valuable insight into your company.
Furthermore, you can use that information to improve the existing employee retention strategies or
make new ones.
1. What makes you want to move on from the company?
2. What did you like about the role?
3. What did you dislike about your role?
4. What ultimately led you to accept the new job?
5. How can we support the new employee in your role better?
6. Did you have the necessary tools as well as equipment required for your role?
7. Also, How can we improve our company culture?
8. Would you like to share any concerns about the company with us?
CLEARANCE FORM
(To be completed before Relieving)
Mr./ Mrs./ Ms.: UPI Code :
Date of Resignation : Date of Relieving :
Business Unit: Date of Joining :
Business Title : Location :
Email id: Tel No.
Address For Future Communication :
S.No Clearance Details Clearance Name of Signature
By: the
Employe
e
BU / Functional Head
1 Business Unit Head’s clearance for Business Unit
relieving. Head
2 Exit Interview Form Supervisor
3 All official documents/CDs/Process Supervisor
handed over
4 Personal Disk space cleared on Supervisor
Computers.
Remarks :
Administration Department
5 Employee ID Card/Access Card Admin
6 Drawers cleared and keys returned Admin
7 Mobile handset and Sims Cards Admin
8 Data Card Admin
9 Balance Visiting Cards Admin
10 Telephone connection (if any) Admin
Remarks Admin :
IT Department
11 Lap Top / Desktop and Accessories Local IT
12 Authorization Code for STD/ISD Local IT
13 Deactivation from Mailing List Local IT
14 Calling Cards Local IT
Remarks IT Department :
CFO
15 Loans / Deposits CFO
16 Company credit card CFO
17 Settlement of all dues CFO
18 Submission of all expense vouchers CFO
due.
Remarks by CFO :
HR
19 Intimation for deactivation of access HR Person
card
20 Acceptance Letter subject to HR Person
clearance of dues.
21 Balance leave status HR Person ________
days;
22 Notice period to be recovered HR Person ________
days;
Remarks by HR :
HR Team :
23 Termination of record in software if HRSC Team
any
Stores
Equipment (if any) Store in
24 charge
Note: * This form should be returned to HR- Department, on or before the last working
day
**Please do not keep any of the field empty, as incomplete form will not be
entertained
***Some of the fields may not be applicable to all, in such case please mention N/A
**** Please submit the balance reimbursement and Income Tax proof documents
along with the clearance form
Employee Signature: __________________________
Date : _________________________________
