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Free Employee Offboarding Checklist

Offboarding is about more than collecting a laptop. This checklist makes sure final pay is on time, benefit notices go out, access is removed and records are kept for the right length of time.

Download free (Word .docx) Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026

Important: please read

This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.

When to use this template

Every resignation or termination
End of a temporary contract
Retirement

Tips before you use it

Final pay deadlines vary by state and can be as short as the last day of work.
Remove system access on the last day — or immediately, for a termination.
Keep payroll records for at least three years and personnel records for at least one year after separation under federal rules (longer if a claim is filed or your state requires it).

Rules in your state may differ. Federal law sets the minimum. Your state — and sometimes your city or county — may add extra rules on this topic. Check with your state labor department before you use this template. Find your state labor office (U.S. Department of Labor)

Template preview

Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.

[Company Name]

Employee Offboarding Checklist

Employee: [Employee Name]

Job title: [Job Title]

Manager: [Manager Name]

Last day of employment: [Last Day of Employment]

Reason (resignation / termination / end of contract / retirement)

As soon as the last day is known

Resignation acknowledged or termination letter given
State final paycheck deadline checked
Handover plan agreed
Exit interview scheduled (if voluntary resignation)

Before the last day

Final timesheet approved
PTO balance confirmed and payout decided under policy and state law
Expense claims submitted
Benefits provider / plan administrator notified (for COBRA or state continuation notices)
Any state-required separation or unemployment notice prepared

On the last day

Company property returned (use the property return checklist)
System, email and building access removed
Shared passwords changed
Final paycheck given or scheduled by the state deadline
Contact address confirmed for the W-2

After the last day

Payroll status updated
Personnel file closed and stored securely
Form I-9 retention date calculated (3 years after hire or 1 year after termination, whichever is later)
Email forwarding or auto-reply set (if appropriate)

Completed by

Signature

Date

Download free (Word .docx)

Frequently asked questions

What should be on an offboarding checklist?

Confirming the last day in writing, final pay on time, benefit and continuation notices, return of company property, removing system access, updating payroll and keeping records for the required period.

Can I hold a final paycheck until company property is returned?

Generally no. Final pay deadlines are set by law, and many states restrict deductions for unreturned property. Check before deducting anything.

Official sources

Each source below is an official U.S. government website. Check them for the latest rules.

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