Free checklist template · Word

IT Exit Checklist

The IT exit checklist is used by the IT or helpdesk team to recover devices and shut down all digital access when an employee leaves. It covers hardware, email, cloud and application accounts, licences, multi-factor authentication and data retention, so former employees cannot reach company systems.

Editable Word (.docx)
Made for India
11 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the checklist

[Highlighted] = fill in

[Company Logo][Company Name]

IT EXIT CHECKLIST

Employee Name / ID:: [Employee Name] / [Employee ID]
Last Working Day:: [Last Working Day]
Ticket No.:: [Reference Number]

1. Hardware recovery

Asset	Serial / Asset Tag	Condition	Recovery (₹)
Laptop and charger	[Serial No.]	[Good / Damaged]	[Amount]
Mobile phone / SIM	[Serial No.]		[Amount]
Data card / dongle / headset	[Serial No.]		[Amount]
Security token / smart card	[Serial No.]		[Amount]

2. Data and email

Back up work files and transfer to [Reporting Manager]
Set auto-reply naming the new contact
Delegate or forward mailbox to manager for [number] days
Transfer ownership of cloud drive files and shared folders
Archive mailbox as per retention policy

3. Access revocation

Disable directory / single sign-on account
Revoke VPN and remote desktop access
Disable ERP, CRM, HRMS and finance system logins
Remove from code repositories and admin consoles
Remove from collaboration tools and groups
Remove MFA devices and wipe company data from enrolled personal devices
Reset shared and service passwords known to the employee
Deactivate building access card in coordination with Admin

4. Licences

Reclaim office suite licence
Reclaim paid SaaS seats
Update software licence register

IT sign-off

Access disabled on (date and time)
Total recovery amount (₹)
Remarks
IT Engineer Name and Signature

IT Department
[Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Hardware recovery with serial numbers and condition
Email handling: forwarding, auto-reply, mailbox retention
Deactivation of directory, VPN, cloud, ERP and SaaS accounts
Removal of MFA devices and company data from personal phones
Licence recovery to save cost
Data backup and transfer to the manager
Timestamped sign-off for audit

When to use it

An employee is leaving and IT must clear them before relieving
An involuntary exit where access must be removed immediately
Auditors or clients require evidence of timely access removal
Remote employees return laptops by courier

How to customise this template

1List your actual systems (for example ERP, CRM, code repository, HRMS) in the access section
2Add serial numbers from the asset register before the exit day
3Set the mailbox retention period as per your data policy
4For involuntary exits, move access removal to the top of the list

HR tips

Disable accounts rather than delete them immediately, to keep data for handover
Change shared passwords the employee knew
Wipe company data from personal devices enrolled in mobile device management
Record the exact time of deactivation

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

When should IT disable a leaving employee's access?+

For resignations, usually at a fixed time on the last working day after handover. For terminations, at or before the time the employee is informed.

What should happen to the leaver's email?+

Common practice is to set an auto-reply, forward or delegate the mailbox to the manager for a limited period, and then archive it as per data policy.

Can IT deduct for a damaged laptop?+

Recovery for damage should follow the asset policy the employee agreed to. IT should record the damage and Finance should process any recovery through the F&F.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
EMPLOYEE EXIT CHECKLIST
Employee Name:
[Employee Name]
Last Working Day:
[Last Working Day]
This checklist helps you complete your exit from [Company Name] smoothly. Tick each item as you finish it and contact [HR Name] at [HR Email] for help.
1. Right after resigning
- Submit signed resignation letter or HRMS request
- Receive acknowledgement or acceptance with confirmed last working day
- Agree the handover plan and successor with your manager
- Request notice waiver in writing, if needed
2. During the notice period
- Prepare a handover note covering tasks, contacts, passwords process and files
- Hold walkthrough sessions with your successor
- Submit pending travel and expense claims
- Clear any salary advance or loan as agreed with Finance
- Submit investment proofs for tax calculation in final salary
- Update your personal email, address and nominee details with HR
Checklist · Word
Employee Exit Checklist
Download .docx
[Company Logo][Company Name]
HR EXIT CHECKLIST
Employee Name / ID:
[Employee Name] / [Employee ID]
Last Working Day:
[Last Working Day]
A. On receipt of resignation (owner: HR Executive)
- Log resignation in HRMS with date received
- Send acknowledgement within one working day
- Inform reporting manager and department head
- Confirm notice period and compute last working day
- Issue acceptance letter after approval
- Raise backfill requisition if approved
B. During notice (owner: HR Business Partner)
- Share notice period guidelines and employee exit checklist
- Issue exit clearance form to employee
- Notify IT and Admin of LWD and access cut-off
- Schedule exit interview
- Collect leave balance and attendance for the final month
- Process notice waiver or extension requests
C. On last working day (owner: HR Executive)
Checklist · Word
HR Exit Checklist
Download .docx
[Company Logo][Company Name]
MANAGER EXIT CHECKLIST
Leaving Employee:
[Employee Name]
Manager:
[Reporting Manager]
Last Working Day:
[Last Working Day]
Within 48 hours of resignation
- Meet the employee privately to understand the decision
- Inform HR and agree whether a retention discussion is appropriate
- Agree the last working day in line with notice terms
- Identify business risks from this exit (clients, deadlines, knowledge)
Handover planning
- Nominate successor or interim owner for each responsibility
- Ask the employee for a written handover document by [Date]
- Schedule knowledge-transfer sessions and attend at least one
- Collect process notes, templates and SOPs owned by the employee
- Confirm location of all files on company drives
Stakeholders and team
Checklist · Word
Manager Exit Checklist
Download .docx

[Company Logo][Company Name]

EXIT CLEARANCE FORM

Form No.:: [Reference Number]
Date Issued:: [Date]

Part A: Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Date of Resignation / Separation
Last Working Day
Type of Separation (Resignation / Retirement / Termination / Contract End)

Part B: Departmental Clearance

Department	Items to Check	Dues / Recovery (₹)	Cleared By (Name)
Reporting Manager	Handover note, files, pending work	[Amount]	[Reporting Manager]
IT	Laptop, accessories, email and system access, software licences	[Amount]	[Name]
Admin	ID card, access card, locker key, parking sticker, mobile / SIM	[Amount]	[Name]
Finance / Accounts	Salary advance, loan, travel advance, expense claims, corporate card	[Amount]	[Name]
Stores / Library	Tools, uniforms, books, safety equipment	[Amount]	[Name]
HR	Exit interview, leave balance, insurance, PF and gratuity forms	[Amount]	[HR Name]

Part C: HR Final Clearance

Form · Word

Exit Clearance Form

Download .docx

[Company Logo][Company Name]

FINANCE EXIT CLEARANCE

Ref. No.:: [Reference Number]
Date:: [Date]

Employee Details

Employee Name
Employee ID
Department
Last Working Day
PAN
Bank Account (last 4 digits)

Amounts Recoverable from Employee

Item	Reference	Outstanding (₹)
Salary advance	[Reference]	[Amount]
Personal / vehicle loan	[Reference]	[Amount]
Travel advance not settled	[Reference]	[Amount]
Cash imprest / petty cash	[Reference]	[Amount]
Corporate card unsettled charges	[Card last 4 digits]	[Amount]
Total recoverable		[Amount]

Amounts Payable to Employee

Form · Word

Finance Exit Clearance

Download .docx

[Company Logo][Company Name]

ADMINISTRATION EXIT CLEARANCE

Ref. No.:: [Reference Number]
Date:: [Date]

Employee Name
Employee ID
Department
Work Location
Last Working Day

Items and Facilities

Item / Facility	Issued (Yes / No)	Returned (Yes / No)	Recovery (₹)	Remarks
Employee ID card			[Amount]
Access / swipe card			[Amount]
Cabin, drawer and locker keys			[Amount]
Parking sticker / pass			[Amount]
Transport / shuttle pass			[Amount]
Canteen card / coupons			[Amount]
Company mobile / SIM (if admin-managed)			[Amount]
Stationery, visiting cards, uniform			[Amount]

Accommodation (if applicable)

Guest house / company flat address
Date of vacating
Inventory checked with employee (Yes / No)
Damages noted
Utility bills settled up to

Form · Word

Admin Exit Clearance

Download .docx

[Company Logo][Company Name]

KNOWLEDGE TRANSFER CHECKLIST

Leaving Employee:: [Employee Name]
Successor:: [Successor Name]
KT Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. KT Session Plan

Topic	Session Date	Duration	Notes Location
[Core process 1]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Core process 2]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Tools and systems]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Stakeholders and escalations]	[DD/MM/YYYY]	[Hours]	[Link / Folder]

2. Documentation

Step-by-step notes for each core process
Known issues, workarounds and their causes
Recurring calendar: daily, weekly, monthly, quarterly and annual tasks
Reports produced, recipients and data sources
Location of templates, trackers and reference files

3. Tacit knowledge

Checklist · Word

Knowledge Transfer Checklist

Download .docx

[Company Logo][Company Name]
PROJECT HANDOVER CHECKLIST
Project Name / Code:
[Project Name] / [Project Code]
Outgoing Owner:
[Employee Name]
Incoming Owner:
[Successor Name]
Handover Date:
[Date]
Scope and schedule
- Signed scope / statement of work shared
- Current project plan with milestone status
- Change requests approved and pending
- Upcoming deliverables in the next 30 days listed
Commercials
- Budget versus actuals reviewed
- Open purchase orders and pending vendor invoices
- Client billing milestones and invoices raised
- Approval authority transferred
Risks and issues
Checklist · Word
Project Handover Checklist
Download .docx

IT Exit Checklist

Preview of the checklist

1. Hardware recovery

2. Data and email

3. Access revocation

4. Licences

IT sign-off

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates