Who this checklist is for
This employee exit checklist is for owners and managers who have just received a resignation, or are about to let someone go. It works the same for a shop, a clinic, a factory, an agency or a distributor. When someone leaves, the risk is rarely what they take on purpose. It is the login only they knew, the files that sat in their personal folder, and the clients who only had their number.
Use it the day the notice arrives, and finish it before their last day. The early items take minutes. The later ones take a little longer, and they are the ones that stop the same problem next time.
The 15 things, and why each one matters
Reset shared passwords
Change every shared login they knew on the day they leave, from the office Wi-Fi to the courier portal. Keep a list of shared logins so nothing is missed.
Keep their mailbox
Forward their email to a manager instead of deleting the account. Client replies and supplier invoices keep arriving for weeks.
WhatsApp group admin
Remove them from every work group and check they are not the only admin. If they are, make someone else admin first, or you lose control of the group.
Work SIM back
Take back the work SIM and keep the number active. Customers saved that number, and it should keep reaching your business.
Move their files
Copy their Google Drive or OneDrive files to a shared company folder before the account is closed. Files owned by a closed account can disappear with it.
Move their OTPs
Bank, tax portal and payment gateway OTPs often go to one person's phone. Move them to an office number, or the team gets stuck at the next login.
Block company cards
Cancel company cards and remove them from payment apps on their last day. Check for subscriptions charged to their card that the business still needs.
Close accounts login
Turn off their user in Tally, QuickBooks, Zoho or whatever runs your accounts. Change the user, do not just stop using it.
Social page roles
Remove them from your Instagram, Facebook Page, Google Business Profile and ad accounts. Check who else has admin access while you are there.
Tell their clients
Tell each client they looked after who their new contact is, before the last day. A client who hears nothing often follows the person who left.
One handover sheet
Ask for one sheet with open tasks, client status, pending payments and the logins they used. It is the document most exits never produce.
Collect every device
Get back the laptop, phone, keys, access cards and ID card, and have them signed off. Wipe and reset devices only after their files are saved.
Save work chats
Export work WhatsApp chats with clients and suppliers before the phone is reset. Orders, prices and promises often live only in those chats.
Own your domain
Check that your website, domain and hosting logins are in the owner's name and email. If a past staff member or freelancer registered them, move them now.
Business email for tools
Every software account should be opened with a company email, not a personal one. Then the next exit is a password change, not a rescue job.
Questions about employee exits
What should I do when an employee leaves?
How do I protect company data when staff leave?
Can employee offboarding be automated?
Does too much live in one person's head?
Book a digital audit. Tell us which tools and logins your team uses, and we will map how to keep everything in the business when people move on.
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