Knowledge Transfer Checklist

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

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)

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

IT EXIT CHECKLIST

Employee Name / ID:

[Employee Name] / [Employee ID]

Last Working Day:

[Last Working Day]

Ticket No.:

[Reference Number]

1. Hardware recovery

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

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

CLIENT HANDOVER CHECKLIST

Outgoing Account Owner:

[Employee Name]

New Account Owner:

[Successor Name]

Date:

[Date]

Client Summary

For each client

• Account history and relationship notes updated in CRM
• Contract, rate card and discount approvals shared
• Open orders, proposals and quotes listed
• Outstanding receivables and ageing reviewed with Finance
• Open complaints or service issues explained
• Verbal commitments made to the client recorded in writing
• Client-side contacts for operations, finance and approvals listed

Transition

EMPLOYEE SEPARATION CLOSURE CHECKLIST

Employee Name / ID:

[Employee Name] / [Employee ID]

Last Working Day:

[Last Working Day]

Closure Review Date:

[Date]

1. Payments

• Full and final settlement paid on [DD/MM/YYYY], reference [UTR Number]
• Gratuity paid or marked not applicable
• Pending reimbursements settled
• Recoverable amount, if any, received or decision recorded

2. Statutory

• Date of exit updated on EPFO portal
• ESIC exit updated, if covered
• Professional tax and labour welfare fund for final month remitted
• Form 16 issued or scheduled
• Statutory registers updated as applicable

3. Documents issued

RESIGNATION LETTER

Date:

[Date]

Employee ID:

[Employee ID]

To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources

Subject: Resignation from the post of [Designation]

Dear [Reporting Manager],

Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].

As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.