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Offboarding policy

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Use this if you require a robust and practical offboarding policy.

Reading time
How long to understand and implement this policy?
5 mins
Word count
How many words in this policy?
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What is an Offboarding policy?

The purpose of this Offboarding policy is to provide you with a flexible and customisable document to serve as a robust and effective starting point for you.

By using our Offboarding policy, you can streamline your process, maintain consistency and accuracy, and save time, and it can be easily adapted to fit your specific scenario.

Best practice timescale for this to be issued
When should this policy be issued?
During onboarding / after changes / planned refresher
Issued by who, to whom
Who should issue this policy, and to whom?
Internally issued to appropriate recipients in your Company
Applicable legal jurisdictions
In which jurisdictions can this policy be used?
Great Britain & NI (United Kingdom), Worldwide

Offboarding Policy


At [Company Name], we recognise the importance of providing a positive and respectful offboarding experience for departing employees. This Offboarding Policy outlines the procedures and guidelines to ensure a smooth transition for both the departing employee and the company.


All employees of [Company Name].

General Principles


  • To maintain a professional and respectful relationship with departing employees.

  • To protect sensitive company information and assets.

  • To ensure continuity of operations and minimise disruption to the team.

  • To gather feedback and insights for continuous improvement.

Notification and Exit Process

  • Departing employees are required to provide advance notice of their resignation in accordance with their employment contract or company policy.

  • HR will conduct an exit interview with the departing employee to gather feedback on their experience with the company and reasons for leaving.

  • HR will provide the departing employee with information on their final pay, benefits, and any other entitlements.

  • IT will deactivate the departing employee's access to company systems, networks, and premises to protect sensitive information.

Return of Company Property

  • Departing employees are responsible for returning all company property, including laptops, mobile phones, access badges, keys, and any other equipment or materials issued to them during their employment.

  • HR will conduct an inventory check to ensure that all company property has been returned before finalizing the departure process.

Offboarding Documentation

  • HR will prepare and maintain documentation related to the offboarding process, including resignation letters, exit interview reports, and acknowledgments of final pay and benefits.

  • All offboarding documentation will be stored securely and in compliance with data protection regulations.

Communication with Remaining Employees

  • HR will notify relevant departments and colleagues of the departing employee's departure, ensuring a smooth transition of responsibilities and workload.

  • A farewell email or announcement may be circulated to the team to acknowledge the departing employee's contributions and wish them well in their future endeavours.

Confidentiality and Data Protection

  • HR will remind departing employees of their obligations regarding confidentiality and data protection, including the protection of sensitive company information and the return or deletion of any personal or company data.

Compliance and Review

  • This Offboarding Policy will be reviewed regularly to ensure compliance with legal requirements and best practices.

  • Any updates or changes to the Offboarding Policy will be communicated to relevant stakeholders and employees.

This policy [does not] form[s] part of your terms and conditions of employment.

Version: [1.0]

Issue date: [date]

Author: [name, job title]

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£ 9

Get much more with our
Terminating employment policy bundle:
Offboarding policy
offboarding policy