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user email closure checklist form

User Information

User's full name

User's email address

User's department

Date of email closure request

Reason for email closure

Email Closure Process

Notify user of email closure request

Backup any necessary emails or files

Transfer any ongoing communication to another user

Disable user's email account

Remove user from any email distribution lists

Update email signature with new contact information

Update auto-reply message with new contact information

Notify IT department of email closure completion

Additional Notes

Any additional information or special instructions for email closure

Any follow-up tasks required after email closure

Approval

Requester's signature

Ensure that the requester has signed the email closure form
Verify that the signature matches the requester's official signature on file

Date of approval

Confirm that the date of approval is current and accurate
Ensure that the approval date is within the required timeframe for email closure

IT Department Confirmation

IT department signature

Date of email closure

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