Free checklist template · Word

IT Offboarding Checklist

An IT offboarding checklist guides IT through everything needed when an employee leaves: data handover during notice, account and access removal on the last day, device collection, and cleanup of licences and mailboxes afterwards. It protects company data and avoids paying for unused licences.

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

Download Word (.docx) — free

Preview of the checklist

[Highlighted] = fill in

[Company Logo][Company Name]

IT OFFBOARDING CHECKLIST

Employee Name:: [Employee Name]
Employee ID:: [Employee ID]
Department:: [Department]
Last Working Day:: [Last Working Day]
Exit Type:: Resignation / Termination / Retirement / Contract End

Phase 1: During Notice Period (Manager and IT)

List of systems, applications and admin rights held by the employee prepared
Work files moved to shared drive / team folder
Ownership of shared documents, dashboards and repositories transferred to [Reporting Manager]
Shared passwords and service accounts identified for rotation
Third-party tools signed up with work email listed
Personal devices with company email identified for removal

Phase 2: Last Working Day

Directory / domain account disabled at [HH:MM]
Email login blocked; auto-reply or forwarding set as approved
VPN and remote access revoked
Business application access removed: [Application Names]
Admin / privileged roles removed from servers and cloud consoles
MFA devices and app passwords revoked
Company email removed from personal phone
Laptop, phone, SIM and peripherals collected; IT asset clearance form signed

Phase 3: After Exit (within [Number] days)

Shared passwords and service account credentials rotated
Software licences reclaimed and reassigned
Mailbox converted to shared mailbox / archived
Distribution lists and chat groups cleaned up
Device wiped and re-imaged after data confirmation
Account deleted after retention period of [Number] days

Immediate Exit (termination or security concern)

Access disabled before or at the time of communication
Remote wipe of company data on mobile devices triggered if needed
Recent activity logs preserved for review
Security team informed

Sign-off

Items pending	[Details]
Remarks	[Remarks]

IT Executive
[IT Executive Name]
Date: [Date]

Reporting Manager
[Reporting Manager]
Date: [Date]

IT Head
[IT Head Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Timeline in phases: notice period, last day, after exit
Data and knowledge handover to the manager
Removal of email, VPN, application and admin access
Mail forwarding or auto-reply decisions
Device and peripheral collection
Licence reclaim and account deletion after the retention period

When to use it

A resignation is accepted and the last working day is fixed
An employee is terminated and access must be cut immediately
A contractor's engagement ends
A periodic audit finds accounts of ex-employees still active

How to customise this template

1List all systems your company uses so none are missed
2Set your mailbox retention period after exit
3Add an immediate-removal path for terminations
4Link each phase to the person responsible
5Attach the IT asset clearance form for the asset part

HR tips

For involuntary exits, disable access before or during the exit meeting
Remove shared passwords and rotate any the employee knew
Check third-party tools signed up with the work email
Transfer ownership of shared documents before deleting the account

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 an employee's access on exit?+

Normally at the end of the last working day. For terminations or sensitive roles, access is usually disabled at the time the decision is communicated.

What happens to an ex-employee's email account?+

Companies typically convert it to a shared mailbox, set an auto-reply or forward mail to the manager for a set period, then archive and delete as per policy.

What is often missed during IT offboarding?+

Shared passwords, third-party SaaS tools, personal devices with company email, admin roles in cloud consoles and ownership of shared files.

All 50 it assets, admin & company property →

[Company Logo][Company Name]
IT EQUIPMENT AND SETUP CHECKLIST – NEW JOINER
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation / Department:
[Designation] / [Department]
Date of Joining:
[Date of Joining]
Work Mode:
Office / Hybrid / Remote
Phase 1: Request (HR – 5 to 7 days before joining)
- Joiner details shared with IT: name, role, department, manager, location, joining date
- Standard kit for the role confirmed with [Reporting Manager]
- Role-specific software and application access listed by manager
- Phone / SIM requirement confirmed
- Delivery address confirmed for remote joiner
Phase 2: Hardware Preparation (IT – 3 to 5 days before)
- Laptop / desktop allocated from stock and asset-tagged ([Asset ID])
- Device imaged with standard OS build and updates
- Charger, mouse, keyboard and bag kept ready
- Headset / webcam / second monitor arranged (if role requires)
- Mobile handset and SIM prepared (if approved)
Phase 3: Accounts and Software (IT – 2 days before)
Checklist · Word
IT Equipment Checklist
Download .docx
[Company Logo][Company Name]
IT ONBOARDING CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Department:
[Department]
Date of Joining:
[Date of Joining]
Work Mode:
[Office / Hybrid / Remote]
Ticket No.:
[Reference Number]
1. Hardware Provisioning
- Laptop/desktop allocated – asset tag [Asset Tag], serial [Serial Number]
- Charger, mouse, headset and bag issued
- Operating system updated and patched
- Full-disk encryption enabled
- Endpoint protection installed and reporting
- Device enrolled in device management
2. Accounts
- Directory/domain account created
- Official email ID created: [Email ID]
- Collaboration tools (chat, video) enabled
- Added to department distribution lists and shared drives
- HRMS and attendance login activated
3. Role-Based Access (Approved by Reporting Manager)
Checklist · Word
IT Onboarding Checklist
Download .docx
[Company Logo][Company Name]
EMPLOYEE EXIT ASSET CHECKLIST
Employee Name:
[Employee Name]
Employee ID:
[Employee ID]
Designation / Department:
[Designation] / [Department]
Resignation Accepted On:
[DD/MM/YYYY]
Last Working Day:
[Last Working Day]
Target Date for Clearance:
[DD/MM/YYYY]
A. IT Department – Owner: [IT Executive Name]
- Laptop / desktop with charger and bag – Asset ID [Asset ID]
- Mouse, keyboard, headset, docking station
- External drives / data cards issued
- Software licence keys / dongles
- Hardware tokens / MFA devices
B. Administration – Owner: [Admin Name]
- Company ID card
- Access card / biometric removal
- Office, cabinet and pedestal keys
- Company mobile handset and SIM
- Company vehicle with documents and keys
- Fuel card
- Parking sticker / transport pass
- Visiting cards and stationery stock
C. Finance – Owner: [Finance Executive]
Checklist · Word
Employee Exit Asset Checklist
Download .docx

[Company Logo][Company Name]

LAPTOP ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Company:: [Company Name]
Location:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Mobile Number	[Mobile Number]
Official Email ID	[Email ID]
Work Mode: Office / Hybrid / Remote

2. Laptop Details

Asset ID	Make / Model	Serial Number	Configuration	Condition at Issue
[Asset ID]	[Make / Model]	[Serial Number]	[Processor / RAM / Storage / OS]	New / Good / Fair – [Remarks]

3. Accessories Issued

Form · Word

Laptop Issue Form

Download .docx

[Company Logo][Company Name]
LAPTOP RETURN FORM
Form No.:
[Reference Number]
Date of Return:
[Date]
Original Issue Form No.:
[Issue Form Number]
Reason for Return:
Resignation / Replacement / Long Leave / Project End / Other
1. Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Last Working Day (if exiting) [Last Working Day]
2. Laptop Returned
Asset ID Make / Model Serial Number Condition at Issue Condition at Return
[Asset ID] [Make / Model] [Serial Number] [Condition] Good / Minor wear / Damaged
3. Physical Inspection
Form · Word
Laptop Return Form
Download .docx

Asset ID	Make / Model	Serial Number	Condition at Issue	Condition at Return
[Asset ID]	[Make / Model]	[Serial Number]	[Condition]	Good / Minor wear / Damaged

[Company Logo][Company Name]

DESKTOP / WORKSTATION ISSUE FORM

Form No.:: [Reference Number]
Date of Issue:: [Date]
Office / Floor:: [Work Location] / [Floor]
Seat / Bay No.:: [Seat Number]

A. User Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Process	[Department]
Shift: General / Morning / Evening / Night
Team Leader / Reporting Manager	[Reporting Manager]

B. Hardware Components Issued

Component	Asset ID	Make / Model	Serial Number	Condition
CPU / Mini PC	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
Monitor	[Asset ID]	[Make / Model / Size]	[Serial Number]	[Condition]
Keyboard and Mouse	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]
UPS	[Asset ID]	[Make / VA Rating]	[Serial Number]	[Condition]
Headset / Webcam	[Asset ID]	[Make / Model]	[Serial Number]	[Condition]

C. System and Network Configuration

Form · Word

Desktop Issue Form

Download .docx

[Company Logo][Company Name]

DESKTOP / WORKSTATION RETURN FORM

Form No.:: [Reference Number]
Date:: [Date]
Seat / Bay No.:: [Seat Number]
Issue Form Ref.:: [Issue Form Number]

Part 1: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Reporting Manager	[Reporting Manager]
Reason: Exit / Transfer / Seat Change / Switch to Laptop / Hardware Retirement
Last Working Day or Move Date	[Date]

Part 2: Component Verification

Component	Asset ID	Serial Number (as issued)	Serial Number Matches?	Condition / Remarks
CPU / Mini PC	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Monitor	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Keyboard and Mouse	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
UPS	[Asset ID]	[Serial Number]	Yes / No	[Remarks]
Headset / Webcam / Other	[Asset ID]	[Serial Number]	Yes / No	[Remarks]

Part 3: Data and Access

Form · Word

Desktop Return Form

Download .docx

[Company Logo][Company Name]

COMPANY MOBILE PHONE ISSUE FORM

Ref. No.:: [Reference Number]
Date:: [Date]
Company:: [Company Name]
Issued from:: [Work Location]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department / Territory	[Department]
Reporting Manager	[Reporting Manager]
Personal Contact Number	[Mobile Number]
Purpose of handset: Field sales / Service / On-call / Management / Other

2. Handset Details

Asset ID	Make / Model	Colour / Storage	IMEI 1	IMEI 2	Condition
[Asset ID]	[Make / Model]	[Colour / GB]	[IMEI 1]	[IMEI 2]	New / Refurbished – [Remarks]

3. Accessories

Form · Word

Mobile Phone Issue Form

Download .docx

IT Offboarding Checklist

Preview of the checklist

Phase 1: During Notice Period (Manager and IT)

Phase 2: Last Working Day

Phase 3: After Exit (within [Number] days)

Immediate Exit (termination or security concern)

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