Employee Offboarding
A structured offboarding protects company interests, preserves knowledge, and ensures a respectful transition for departing employees.
Trigger Events
- Voluntary resignation — initiated by employee
- Mutual termination — negotiated exit
- Dismissal — initiated by company
- End of contract — fixed-term or freelance contract end
Notice Period Actions
| Action | Owner | Timing |
|---|---|---|
| Acknowledge resignation in writing | HR | Within 24h |
| Confirm last working day | Manager | Within 48h |
| Begin knowledge transfer planning | Manager | Immediately |
| Notify relevant clients (if applicable) | Manager | As agreed |
| Start succession planning | Manager + HR | Week 1 |
Offboarding Checklist
Knowledge Transfer
- Document open projects and status
- Hand over ongoing client relationships
- Update wiki / internal docs with tribal knowledge
- Record Loom walkthrough for complex processes (if applicable)
IT & Access
- Revoke system access on last day (coordinate with IT)
- Transfer ownership of shared files and mailboxes
- Return company equipment (documented handover form)
- Disable SSO accounts
HR & Legal
- Calculate final payroll (outstanding leave, expenses)
- Issue employment certificate (
Arbeitszeugnis) - Ensure non-disclosure obligations are acknowledged
- Conduct exit interview
Exit Interview
Exit interviews are conducted by HR (not the direct manager) and are voluntary but strongly encouraged. Insights are anonymized and used for culture and process improvement.
Key topics:
- Reasons for departure
- Team and management feedback
- Suggestions for improvement
- Would they recommend MS-HR as an employer?