Free template
Employee offboarding checklist for IT, HR and finance
An exit touches four teams and fourteen small jobs. Most go wrong because each team waits for the last day. This checklist puts every step in order, from the day the resignation is accepted to the No-Dues certificate, with an owner against each.
Updated 30 October 2026
Start on the day the resignation is accepted
The notice period is your time to prepare, not the last day. On day one, HR records the last working day, IT lists everything the person holds, and the manager plans the handover of work. Everyone then has weeks, not hours.
Who owns what
Every step needs one owner. Shared steps are the ones that get missed.
- HR: the last working day, the exit interview, the No-Dues certificate and letters
- IT: the asset list, collection, accounts, device locks and the wipe
- Finance: advances, loans, expense claims, the corporate card and write-offs
- Manager: the handover of work, files and shared passwords
- Admin: ID cards, access cards, keys and lockers
The format
Copy it as it is, or download the Word file and add your logo.
Employee offboarding checklist
- Employee name
- Employee code
- Department
- Office / location
- Reporting manager
- Resignation accepted on
- Last working day
Checklist
| When | Task | Owner | Done (date, initials) |
|---|---|---|---|
| Resignation accepted | Record the last working day in the HR system | HR | |
| Resignation accepted | List every asset the person holds from the register; send it to them and their manager | IT | |
| Resignation accepted | Plan the handover of work, files and shared passwords | Manager | |
| During notice | Agree a date to return equipment; remind a week before | IT | |
| During notice | Settle salary or travel advances, loans, expense claims; close the corporate card | Finance | |
| Last day | Collect laptop, charger, phone, data card, monitor, ID and access cards, keys | IT / Admin | |
| Last day | Record the condition of each item; photograph any damage | IT | |
| Last day | Disable email, VPN and single sign-on; remove or reassign paid software seats | IT | |
| Last day | Remove devices from MDM and remove device locks (Apple ID, Google account) | IT | |
| Last day | Exit interview | HR | |
| After exit | Wipe returned devices before giving them to anyone else | IT | |
| After exit | Approve the write-off for anything lost or stolen | Owner / Finance | |
| After exit | Issue the No-Dues certificate; process the Full & Final | HR / Payroll | |
| After exit | Issue the relieving and experience letters | HR |
- Items not returned (if any)
- Amount to settle in Full & Final
HR: name, signature and date
IT: name, signature and date
Accounts and devices are the risky part
A laptop returned with the employee still signed in to Apple ID or a Google account can be locked to them, and no reset will clear it. Remove device locks and the device from management before the person leaves the building, and switch off email, VPN and single sign-on on their last day.
Paid software seats are easy to forget. Remove or reassign them, or you keep paying for someone who left.
Closing the exit
The exit is done when every item has an outcome (returned, lost and written off, or kept with approval), every account is closed, and the money is settled. Then issue the No-Dues certificate and process the Full & Final. Keep the checklist with the employee’s file.
Let the exit run itself
In AssetVow a resignation, recorded there or in Zoho People or Entra ID, opens an exit case with one task per item the person holds. Reminders go out on day 0, 3 and 7, HR confirms software seats were reviewed, and the No-Dues certificate is issued when the last item is resolved.
See how it worksFAQ
Common questions
What is the difference between offboarding and exit clearance?+
Offboarding is the whole process from resignation to the last letter. Exit clearance is the part where each department confirms nothing is pending, ending in the No-Dues certificate.
When should IT disable a leaver’s accounts?+
At the end of their last working day, unless there is a risk that needs earlier action. Plan the handover of their files before then.
What if the employee does not return a laptop?+
Record it as not returned, follow up in writing, and decide with HR how it is settled. Do not mark it returned to close the exit.
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