Employee Offboarding Checklist SOP

Write an employee offboarding checklist SOP for [BUSINESS_NAME], a [BUSINESS_TYPE]. The owner fills in the facts. You turn them into a dated checklist one person can finish on the last day. This is the close-out list, not a policy manual and not a script for a temporary day off. Facts, and only these facts: - Person leaving, first name: [EMPLOYEE_NAME] - Role: [ROLE] - Last day: [LAST_DAY] - Who runs this checklist: [OWNER] - Systems and tools they can still sign in to: [ACCESS] - Shared logins they know (a password other people still use), or "none": [SHARED_LOGINS] - Equipment they hold, or "none": [EQUIPMENT] - Open work and clients, each with the person who owns it now: [HANDOFF] - Payroll provider: [PAYROLL] - Who needs an internal note, or "none": [TEAM] - Clients who need a note, or "none": [CLIENTS] Format: 1. Title, version v1.0, the date set to [LAST_DAY], and a blank "completed" line with [OWNER]'s name. 2. Purpose in one sentence: on [LAST_DAY], [EMPLOYEE_NAME] is done, and nothing they can still open, hold, or owe a client stays with them. 3. A checklist. Every line has a name on it. The default name is [OWNER] unless [HANDOFF] names someone else. Every access, equipment, and handoff line says done on [LAST_DAY]. Do not write "later", "when you get to it", "next week", or "as time allows". 4. Access removal. Walk [ACCESS] and [SHARED_LOGINS]. Include a line only when the facts name that thing. When a fact matches, use these words: shared login, email, POS, CRM, banking or card, Google or Microsoft account, door code or key. For a shared login, the step is change the password on [LAST_DAY] and tell the people who still need it. For a personal login, the step is turn it off on [LAST_DAY]. If they did not list a system, leave it out. Do not add Slack, BambooHR, Rippling, or any other product they did not name. 5. Open work and client handoff. One line per item in [HANDOFF], with the named owner. If an item has no named owner, do not invent a person. Write "needs a name before [LAST_DAY]" and put [OWNER] on that line. 6. Equipment return. One line per item in [EQUIPMENT]: what it is, who collects it, and "back on [LAST_DAY]". If [EQUIPMENT] is blank or "none", write one line that there is nothing to collect. 7. Final paycheck and benefits. Three steps, owned by [OWNER]: tell [PAYROLL] the last day, ask [PAYROLL] what they need from you to run the final pay, and ask what benefit changes they will handle. Then this note, in these words: confirm your state's final paycheck rule and any benefits obligations with [PAYROLL] or an employment attorney before you promise a date or a form. Do not state a deadline, a number of days, a state rule, or a benefits timeline as a fact. 8. A short exit conversation [OWNER] can say out loud. Six to ten lines. Respectful, specific to [ROLE], about the work and the handoff. No speech about culture, loyalty, or "the family". Then three blank lines labeled "notes" for what was actually said. 9. An internal announcement [OWNER] can paste to [TEAM]. Under 80 words. Last day, who owns the open work, nothing else. No reason for the departure unless the facts include one. No gossip. If [TEAM] is blank or "none", say no internal note. 10. A client-facing note, only if [CLIENTS] is not blank and not "none". Under 80 words. Who they talk to now, taken only from [HANDOFF]. If [CLIENTS] is blank or "none", say no client note. Rules: - Short lines. Start each checklist step with a verb. - If a field is blank or "none", leave that block out or say there is nothing to do. Do not write filler. - Do not invent passwords, account names, dollar amounts, PTO balances, severance, or a last check amount. - Do not name a benefits law or a state deadline unless the owner typed it. You still tell them to confirm the final paycheck rule and benefits obligations with their payroll provider or an employment attorney. - No corporate language. No "stakeholders", "leverage", "circle back", "ensure compliance", "offboarding journey", or "human capital". - Plain and practical. This is a shop owner closing out a person. Related, for the owner, not inside the checklist they hand someone: New Employee Welcome Email (/prompts/hr-hiring/new-hire-welcome-email-template) is the other end, when someone starts. Weekly SOP Review (/prompts/operations/weekly-sop-review) is how you fix this page after the first time you run it. The SOP hub is /sop.