Employee offboarding checklist
Reviewed Sep 27, 2026 State rules cited to official sources How we verify
Not a substitute for the advice of an attorney. General information; laws vary by state. Terms of use
Fill it in one step at a time, then download a .docx or .pdf. Free, no sign-up.
Fill in the employee offboarding checklist
Your files end with one small line under the notice: “Prepared with the free InterObservers Employer Desk · interobservers.com/desk/templates/employee-offboarding-checklist/”. Tick the box to leave it out. Nothing else is added to your document.
Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.
Each file carries this notice in its footer: “Template for general information only. Not a substitute for the advice of an attorney. Laws vary by state and change; check the official sources at interobservers.com/desk/methodology/.” For names with non-Latin characters, use .docx.
Your employee offboarding checklist is ready
Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file. The next document in this process is the final paycheck calculator.
About this template
Everything to close out when someone leaves, in order: pay, benefits notices, property, accounts and records. Pick your state to add its final-pay rules with the official source.
When someone leaves, the tasks are spread across payroll, benefits, IT and whoever holds the keys. This checklist puts them on one page, with the date each one is due, so nothing depends on memory.
Fill in the details, pick your state, and download the checklist as .docx or .pdf. Nothing you type leaves your browser.
The full employee offboarding checklist text
This is the whole template as it downloads, with the fields in [brackets]. State-rule notes are off by default: choose your state and tick "Include state-rule notes" under Options to add them to the preview and the download.
Employee Exit Checklist
Before the last day
- ☐ Confirm the last day in writing (termination letter or written acceptance of the resignation).
- ☐ Tell payroll the last day and the final paycheck date ([Final paycheck date]).
- ☐ Work out unused vacation or PTO and whether it is paid out under your policy and state rule.
- ☐ Plan the handover of open work, clients and passwords.
- ☐ Schedule a short exit conversation (for resignations and layoffs).
Pay and state rules
[Note for you: Choose your state above to see its rule on final pay after a termination, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on final pay after a resignation, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on paying out unused vacation or PTO, or check it with your state labor office before you send this.]
[Note for you: Choose your state above to see its rule on notices about unemployment benefits, or check it with your state labor office before you send this.]
- ☐ Pay the final paycheck on [Final paycheck date] and keep proof of the payment date.
Benefits
- ☐ Tell the health plan administrator about the departure so any notice about continuing health coverage goes out on time. (official source)
- ☐ Confirm the mailing address for year-end tax forms.
On the last day
- ☐ Collect company property: [Company property to collect]
- ☐ Close or transfer accounts: [Accounts to close or transfer]
- ☐ Change shared passwords, door codes and alarm codes the employee knew.
- ☐ Remove the employee from schedules, group chats and distribution lists.
After the last day
- ☐ Keep the personnel file, including warnings, the termination letter or resignation, and payroll records. (official source)
- ☐ Forward any mail or messages that arrive for the employee.
- ☐ Answer reference requests the way your policy says (many employers confirm dates and title only).
How to use this template
- Start the checklist the day notice is given, not on the last day.
- Pick your state and read the final-pay notes before you set the final paycheck date.
- Assign each item to one person and tick it off with the date.
- Keep the completed checklist in the personnel file.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Property: Laptop (serial ending 4417), phone, keycard #22, store keys (front and back), two uniforms.
- Accounts: Google Workspace email (forward to manager for 30 days), POS login, Instagram admin access, supplier portal.
Rules for this document in your state
Final pay after a terminationChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Final pay after a resignationChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Paying out unused vacation or PTOChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Notices about unemployment benefitsChoose your stateRules with official sources
Choose your state above to see the rule we have verified, or check it with your state labor office.
Every state's rule, side by side, is in the state rulebooks.
Questions people ask
What should an employee exit checklist include?
The last day in writing, final pay and any PTO payout, notices about benefits and unemployment where they apply, return of property, closing accounts and access, and keeping the records.
How long should you keep a former employee's file?
The EEOC's recordkeeping page says personnel records of an involuntarily terminated employee are to be kept for one year from the date of termination, and payroll records for three years under the ADEA and FLSA rules it summarises. State rules can be longer.
Is the checklist different when someone resigns?
Mostly no. The main difference is the final-pay timing, which in many states depends on whether the employee quit or was let go. The checklist shows both rules for your state.
Sources (4)
General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error