Documents On Employee Offboarding

This article is intended for HR specialists.

When an employee leaves your company, it's essential to have a structured offboarding process to ensure a smooth transition and protect company assets. Here are the key documents typically involved in the offboarding process for US small and medium-sized businesses (SMBs):

1. Letter of Resignation or Termination: This document formalizes the end of employment, whether the employee is leaving voluntarily or being terminated.
2. Non-Disclosure or Non-Competition Agreement: If applicable, these agreements protect sensitive company information and restrict the employee from working with competitors.
3. Benefits Statement: Details about severance pay, retirement plan contributions, and unemployment benefits should be provided to the departing employee.
4. Exit Interview Form: Used to gather feedback from the employee about their experience and reasons for leaving, which can help improve company practices.
5. Return of Company Property Form: Ensures all company property, such as laptops, ID badges, and keys, are returned. This form should be signed by the employee to acknowledge the return of items.
6. Final Paycheck and Compensation Details: Includes any outstanding salary, bonuses, or unused vacation pay. Ensure compliance with state laws regarding the timing of the final paycheck.
7. Knowledge Transfer Document: Outlines the employee’s daily tasks, responsibilities, and any ongoing projects to facilitate a smooth handover to remaining staff.
8. Access Revocation Form: Specifies which systems, networks, or data the employee will no longer have access to. The employee should sign this form to confirm that access has been revoked.
9. Employment Verification Form: Provides a formal document confirming the employee's employment dates and positions, which can be requested by future employers.
10. Severance Pay Agreement (if applicable): Outlines the terms and conditions for any severance pay or benefits to be provided, including the amount, payment schedule, and any conditions attached.
11. Confidentiality Agreement: Reinforces the employee's obligation to maintain the confidentiality of sensitive company information, including non-disclosure of trade secrets and proprietary information.
12. Exit Interview Summary: A summary of the key points discussed during the exit interview, which can be used for internal review and improvement.