SOP-003  ·  Rev 1.0
[EMPLOYEE OFFBOARDING SOP]

Offboarding is easy to postpone and expensive to get wrong, because the two failures are silent: a login that stays active after someone leaves, and work that leaves with them because nothing was written down. This template makes both impossible by assigning each closing task to a named role with a date. It covers resignation and termination alike, because the steps that protect the business are the same in both cases. The worked example walks a departing employee from notice through final pay. Do the access and handover steps first, while the person is still reachable to answer questions.

1.  PURPOSE
    > Note — One sentence on why this procedure exists.
    [PURPOSE]

2.  SCOPE
    > Note — Who this applies to.
    [SCOPE]

3.  ON NOTICE
    > Note — What happens as soon as departure is known.
    [ON_NOTICE]

4.  ACCESS
    > Note — Every account and key the person holds, and when each is revoked.
    [ACCESS_LIST]

5.  HANDOVER
    > Note — The work the person owns, written down so someone else can run it.
    [HANDOVER]

6.  FINAL STEPS
    > Note — Return of property, final pay, and the exit record.
    [PROPERTY]
    [FINAL]

Free to use in your own documents, including commercially.

Worked example

1

Purpose

Note — One sentence on why this procedure exists.

Change bar — replace this

To close every account, hand over every task, and keep a clean record whenever an employee leaves, so the business loses no access and no knowledge.

2

Scope

Note — Who this applies to.

Change bar — replace this

All resignations and terminations. Does not cover a suspended employee, who is handled separately by the owner before any notice.

3

On notice

Note — What happens as soon as departure is known.

Change bar — replace this

The owner confirms the departure date, tells the team what they need to know, and starts the access and handover lists immediately.

4

Access

Note — Every account and key the person holds, and when each is revoked.

Change bar — replace this

Email and login — revoked on the last working day. Shared-drive access — revoked the same day. Office keys and door card — collected at exit. Payment processor and admin logins — removed the day notice is confirmed.

5

Handover

Note — The work the person owns, written down so someone else can run it.

Change bar — replace this

The departing employee lists open tasks in the shared tracker, notes who takes each one, and walks that person through anything not obvious. Files live in the shared drive, not on the employee's machine.

6

Final steps

Note — Return of property, final pay, and the exit record.

Change bar — replace this

Keys, door card, laptop, phone and any other company property, collected and confirmed by the owner on the last day.

Change bar — replace this

Final pay is processed per the pay schedule, and the owner closes the record with the departure date and the handover list.

A

The Document Control Kit

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Every template on this site is free and stays free. The kit is what turns a folder of documents into a system you can actually run: a register with numbers, owners and review dates; who reviews what and how often; a numbering scheme that still works at fifty documents; and the thirty-day sequence for getting a team to use any of it, which is where most of these projects die.

What the kit holds

Register Column headings — number, title, owner, revision, approval date, review-due date

Review cadence Who reviews what, how often, and what triggers an off-cycle revision

Rollout plan The thirty-day sequence for getting a team to actually use the documents

Numbering scheme How to number documents so the system survives its first fifty

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