Free template
Free, ready-to-use employee offboarding SOP template for revoking access, collecting assets, and closing out employment. Copy, customize, or create it in Folge with screenshots.
An Employee Offboarding Standard Operating Procedure (SOP) is a documented process that HR and IT follow when an employee leaves the organization—covering access revocation, asset return, knowledge transfer, and final paperwork.
This template helps you offboard consistently, protect company systems and data, and leave a clear audit trail. It complements your Employee Onboarding SOP so every departure is handled the same way regardless of who runs the process.
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Purpose: To securely and consistently offboard departing employees by revoking access, recovering assets, and completing HR and IT steps
Scope: HR, IT, facilities, and managers involved in employee exit
Time Required: From notice through last day and post-departure (often 1–2 weeks plus follow-up)
Tools Needed: HRIS, identity/access management, ticketing system, asset inventory
Action:
Expected Outcome: Offboarding is officially triggered and all responsible parties are aligned
Action:
Expected Outcome: Complete inventory of access and systems to be revoked
Action:
⚠️ Important: For terminations, coordinate with HR so access is revoked at the agreed time (e.g., before or right after the conversation).
Expected Outcome: Employee no longer has access to company systems and premises
Action:
Expected Outcome: All assets returned and data retained or transferred as required
Action:
Expected Outcome: HR and payroll records are complete and the employee has received all required communications
Action:
Expected Outcome: Offboarding fully documented and closed with an audit trail
Define clear timing: immediate for involuntary exits, end of last day (or earlier) for voluntary. Never leave access active after departure.
Maintain a single source of truth (IdP, HRIS, or access list) so you can revoke everything. Update it during onboarding so offboarding is straightforward.
Record what was revoked, when, and by whom. Essential for audits and if you need to prove compliance or respond to an incident.
HR should own the process and trigger IT actions at the right moment. Use a shared checklist or ticket so nothing is missed.
Follow legal hold and retention policies. Don't delete mailboxes or shared content until you've delegated or archived as needed.
Use Folge to record your actual offboarding steps in HRIS and IdP with screenshots. New HR and IT staff can follow the same procedure every time.
Stop copying and pasting templates. Create interactive, screenshot-based SOPs that your team will actually use.
A full offboarding checklist includes: triggering and documenting the exit, identifying all systems and access, revoking access (email, SSO, VPN, apps, physical access), recovering assets (laptop, phone, keys), completing HR and payroll (final pay, benefits, HRIS update), and closing the offboarding ticket with an audit trail.
For involuntary terminations, revoke access immediately—ideally at or before the termination conversation. For voluntary resignations with notice, revoke access at the end of the employee's last working day (or per your policy). Never leave accounts active after the last day.
Use Folge to automatically capture your screen as you perform the offboarding steps in your HRIS and identity provider. Folge takes screenshots at each step, which you can annotate with arrows and instructions. Export to PDF, Word, or HTML so HR and IT have a consistent, visual reference.
HR typically owns the process and coordinates with IT (access revocation, asset recovery), the manager (knowledge transfer, handover), and sometimes facilities (physical access, workspace). Use a single checklist or ticket so everyone knows their tasks and timing.
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