This checklist walks you through everything to close off when someone leaves, from equipment and logins to personal data and handing over their management system roles.
This form template is supplied in fully editable MS Word format and can be easily customised and edited. The document uses pre-defined style formatting throughout, with all text in Calibri font for improved readability.
The following document labelling is included in the footer:
- Form number and title
- Information-classification
- Version
- Page number / total pages
alphaZ documents - beautifully designed, tried and tested form templates. No junk, jargon or unnecessary fields. Simple and usable form templates
developed over 25 years through practical use in the real world.
Further guidance on leavers and offboarding:
Download this form template with your company name and logo already added!
Document Preparation available with all document toolkits.
To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This form is also included in the ISO 9001 Toolkit and every alphaZ ISO toolkit that covers managing people, so the toolkit route gives you this file plus everything else you need in one download.
If you'd like hands-on help setting up your leaver and offboarding process, or your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.
Staff Leaving Checklist Template
The Staff Leaving Checklist records the checks completed when an employee leaves. It holds the leaver's name, position, start date and leaving date, a tick-off checklist covering equipment, IT logins, keys and badges, personal data, knowledge handover and a departure letter, space for comments from the departing member of staff, and a completion sign-off with name and date.
It supports ISO 9001 clause 7.1.6 on organisational knowledge through the knowledge handover check, and the ISO 27001 Annex A controls on return of assets, access rights and responsibilities after employment ends.
Built for Secure and Orderly Staff Departures
The checklist turns a leaver's last days into a set of recorded checks rather than a memory test.
- Confirms equipment is returned or deactivated, with space to detail anything issued and not returned.
- Records that IT logins have been reset or deactivated, closing off access to business systems.
- Prompts a review of personal data held on the leaver, with a date marked for deletion.
- Captures knowledge handover and the reassignment of management system roles, so nothing falls through the gap.
- Logs that a letter confirming the departure, with a confidentiality reminder, has been sent.
What's Included in this Staff Leaving Checklist
Each item below comes straight from the form.
- Leaver Details - name, position, date started and date left company.
- Equipment - equipment list checked and all items returned or deactivated.
- IT Logins - all IT logins reset or deactivated.
- Keys / Badge / Uniforms - items returned, with details of anything issued and not returned.
- Personal Data - personal data held reviewed and a date for deletion marked.
- Knowledge Handover - knowledge handed over and management system roles reassigned.
- Departure Letter - letter sent confirming departure, with a confidentiality reminder.
- Completed (Tick) - a tick against each check.
- Comments and Other Details - comments or feedback from the departing member of staff and any other relevant details.
- Completion - confirmation that the checks have all been completed, with name and date completed.
Using the Leaving Checklist
Start the checklist when notice is given, so the return of equipment, access, keys and the handover of knowledge are planned before the last day. Tick each check as it is completed, note anything issued and not returned, and record any comments or feedback from the person leaving before signing off the completion section.
Who Needs a Staff Leaving Checklist?
Any small or medium business that wants each departure handled the same way, whoever deals with it. Office managers, HR leads and line managers complete it during an employee's notice period or on their last day, and it suits businesses working to ISO 9001, ISO 27001 or an integrated management system.
Included in the ISO 9001 Toolkit
This form is part of the ISO 9001 Toolkit - the forms, registers, procedures and guidance for running a management system in one download - and is included in every alphaZ ISO toolkit that covers managing people.