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Preparing for Employee Departure

Notify relevant departments (IT, security, facilities, etc.) about the employee's departure date.

Schedule an exit interview with the employee to gather feedback and insights.

Review the employment contract and any applicable legal requirements regarding the termination process.

Inform the employee about their final paycheck, benefits, and any unused vacation days.

Determine if any company property needs to be returned by the employee (laptop, access cards, keys, etc.).

Provide the employee with information on how to access necessary documents or files after termination.

Communicating the Departure

Notify the employee's supervisor and team members about the departure.

Coordinate with the employee's supervisor to ensure a smooth transition of responsibilities.

Inform other employees about the departure (if necessary) without violating privacy or confidentiality.

Updating HR Records and Benefits

Update the employee's status in the HR system to reflect termination.

Arrange for the cancellation or transfer of employee benefits (health insurance, retirement plans, etc.).

Provide the employee with information on COBRA (Consolidated Omnibus Budget Reconciliation Act) if applicable.

Update payroll records to ensure accurate final payment and tax-related information.

Conducting an Exit Interview

Prepare a questionnaire or interview guide to gather feedback from the departing employee.

Conduct the exit interview, either in person or via a survey, to gather insights on the employee's experience and reasons for leaving.

Document the feedback received and analyze it for actionable insights or patterns.

Offboarding Process Completion

Collect any company property from the employee and ensure its return.

Obtain a signed acknowledgment of return of company property (if applicable).

Provide the employee with a termination letter or certificate of employment (if required).

Communicate any post-termination support or resources available to the employee (career counseling, outplacement services, etc.).

Archive or securely store the employee's records as per the organization's retention policy.

Note: This checklist is a general guideline and may vary depending on the specific policies, procedures, and legal requirements of your organization or jurisdiction.

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