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.

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Further Reading

Further guidance on leavers and offboarding:

• Leavers and Offboarding
• Personnel Records and Data Protection
• Access Control, Passwords and User Authentication
• Managing Staff and Workers knowledge base

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How to Download

This file is included in the alphaZ subscription. 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.

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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.