Remote Employee Offboarding: Checklist, Best Practices, and Tools

What is Remote Offboarding and Why Does it Matter?

Offboarding is the process of ensuring a smooth departure of an employee who has either retired, resigned, transferred, or been terminated by the organization. And when you’re offboarding remote employees, it’s remote offboarding.

Creating and following a formal remote offboarding process matters because it:

• Helps You Stay Compliant: Depending on your industry and location, you must adhere to specific guidelines regarding documentation, notice periods, final payments, severance, and other related matters. 
  A set offboarding process ensures you don’t miss any crucial steps and stay compliant.

• Protects Company’s Data and Prevents Misuse: Your departing employees could have access to the company’s tools, files, client lists, and even sensitive company data. 
  Research shows that 89% of employees retain access to at least one app from their previous employer, even though they’re working with someone else. And if the employees have been terminated under questionable circumstances, it’s likely they might misuse the data. If there’s a process in place, you can ensure the access is instantly revoked and necessary steps are taken to safeguard the company’s data and prevent misuse.

• Maintains Company’s Reputation & Goodwill: When you have a discreet and well-organized process for departing employees, it shows the remaining employees that the company cares. This portrays your company in a positive light and helps prevent bitter feelings that might show up in reviews or social media.

Remote Offboarding Checklist

These remote offboarding checklists will help you step. Use the online version (the one listed below) to follow along digitally. Or you can download a copy to share with your HR and IT teams for a consistent, secure process every time.:

Step	Description	Owner	Done
Plan Exit Timeline	Confirm the final working day and payroll date, and communicate with the manager regarding the knowledge transfer.	HR
Announce Departure	HR sends a professional announcement to the team/clients with the employee’s knowledge.	HR
Send Offboarding Documents	Share resignation/termination acknowledgment, benefits, NDA, and property return forms via e-signature tools.	HR / Legal
Capture Knowledge	Employee documents workflows, processes, and project handover; manager reassigns responsibilities.	HR + Manager
Revoke Account Access	IT revokes access to email, SaaS, VPN, and admin accounts via IAM/MDM; update shared passwords.	IT/Security
Archive Data	Backup important files, export emails/chats, and move work data to shared repositories while ensuring compliance.	IT/Security
Arrange Equipment Return	Ship prepaid return kits/courier pickup, log returned assets (serial numbers), and track via logistics partner.	IT
Wipe & Reuse/Dispose Devices	Use MDM or certified wiping tools (NIST 800-88) to erase data, then redeploy, recycle, or dispose securely.	IT
Conduct Exit Interview/Survey	HR conducts exit interviews and/or surveys using tools like Typeform or Culture Amp; records feedback.	HR
Process Final Payroll & Benefits	HR processes final payments, PTO payouts, closes benefits, and ensures compliance with labor laws.	HR/Finance
Collect Legal Documents	Ensure that NDAs, non-compete agreements, IP agreements, and release forms are signed and stored securely.	Legal / HR
Audit Post-Exit Security	IT confirms all accounts disabled, sessions terminated, and monitors for unusual activity.	IT/Security
Continuous Improvement	Track metrics: time to revoke access, asset return rate, certified wipes, and feedback completion.	HR + IT

Remote Offboarding: Roles and Responsibilities

Primary departments involved in remote offboarding of employees include HR, IT  & Security, and Legal & Compliance. Let’s discover the duties each role has to execute for a seamless and secure onboarding experience:

HR/People Operations

Here’s what the HR has to do:

• Trigger the offboarding checklist in the HRIS as soon as a resignation/termination is confirmed.
• Assign clear owners for IT, payroll, and manager handoff tasks.
• Send internal and external communication templates (team announcement, client handover, etc.).
• Update the HRIS and payroll records with the employee’s final working day.
• Generate and share all paperwork: resignation acceptance, separation agreements, and benefits info.
• Process final payroll, PTO payouts, and benefits closure as per local laws.
• Schedule and conduct the exit interview, and log feedback for HR metrics.
• Coordinate with IT to confirm knowledge transfer and asset/account recovery.
• Track checklist completion and flag overdue tasks before officially closing the exit.

IT & Security

The IT & Security team:

• Disable the employee’s accounts, tokens, and logins (email, SSO, VPN, SaaS) by or before the last working day.
• Revoke admin rights and rotate shared passwords, keys, or certificates.
• Lock all company devices remotely on the last day; confirm encryption is active.
• Arrange device retrieval with prepaid label, courier pickup, or office drop-off, and share instructions with HR.
• Track chain of custody for devices: pickup date, intake photos, and missing accessories.
• Perform secure wipes/resets (Blancco, DFU restore, or USB reinstall) on all returned hardware.
• Transfer essential files and emails from the departing employee’s accounts to the manager or successor.
• Remove work profiles or containers on BYOD devices while preserving personal data.
• Conduct a post-departure audit to confirm all accounts are closed, and monitor logs for unusual access attempts.

Legal & Compliance

The legal & compliance team or the HR with their help:

• Verify that offboarding complies with labor laws (notice periods, payout timelines, mandatory documents).
• Confirm execution of legal exit paperwork: NDAs, IP assignment agreements, non-compete reaffirmations, and release forms.
• Review whether data retention or deletion rules apply (e.g., keep email archive for X years, delete personal data immediately).
• Support HR/IT in high-risk exits by advising on instant cutoff or legal holds.
• Ensure all compliance checkboxes are ticked and documented before the employee’s profile is closed.
• Retain signed documents and audit-ready proof in a secure repository for future reference.

Note. These are general duties that each department has to take care of. However, these can vary by organizations. So, you can always tweak them based on your requirements. 

While each department plays a different role, Workwize connects the dots across HR, IT, and Legal. 

By integrating with HRIS systems, Workwize automatically initiates device retrieval workflows when HR confirms an exit. The IT team gains full visibility into asset returns and certified data wipes, while Legal benefits from audit-ready logs and compliance records. 

Instead of siloed checklists, Workwize unifies the offboarding process into one streamlined workflow. This reduces errors, saves time, and ensures no task slips through the cracks.

How Does Remote Offboarding Work: Step-by-Step Process and Best Practices

This step-by-step remote-offboarding guide will help you understand what processes are involved and how to execute them for a seamless remote offboarding experience:

Plan the Exit Timeline and Align with Stakeholders

The HR department has a crucial role here. You need to confirm the details of the employee’s departure and create a plan by gathering these specifics:

• Employee’s final working day and last payroll date
• Time zone or location
• Departure type (voluntary resignation, termination, or layoff)

Once you have the details, inform the employee’s manager to outline the key actions:

• Schedule and document knowledge transfer sessions before the exit date.
• Assign a backup or interim owner for the employee’s duties and client deliverables.
• Flag and escalate special cases (e.g., elevated access, legal disputes, or sensitive project handovers) to IT/Legal immediately.  

Finally, maintain a centralized record of all offboarding activities:

• Log completed paperwork and signed agreements.
• Confirm and record asset returns with receipts or shipping confirmations.
• Track account shutdowns with dates and responsible IT owners.
• Store documented handover notes and knowledge transfer outcomes.

Also, don’t forget to document everything, from paperwork and transfer of responsibilities to asset returns, account shutdowns, and communications.

Communicating the Departure

The HR department must work with the departing employee to discuss when and how their departure will be announced to the team. Nobody likes to hear about their own departure from someone else first.

For remote employees, the best approach is to send an email that loops in the departing employee, their manager, colleagues, and the IT team.

Failing to inform the team and other stakeholders might lead to a scenario like this:

Source: Reddit

Pro Tip: It’s also crucial to notify the clients, vendors, or partners where the employee was a key contact, and introduce their replacement (permanent or interim) to ensure continuity.

Formal Offboarding Pack with Documentation

Send the employee an offboarding packet via email or your HR portal within 24–48 hours of confirming their departure. The packet should include:

• Resignation/termination acknowledgment
• Last-day logistics, severance, or benefits details
• NDA/confidentiality reminders
• Return-of-property agreement

Add any template letters (e.g., healthcare continuation) and request outstanding items, such as expense reports or timesheets. 

Consider using a checklist or workflow tool (like BambooHR or Rippling) to track progress, rather than relying on email chains. Both HR and the employee should sign off on the terms and obligations. This step provides clarity for the employee and legal protection for the company.

Capture Knowledge and Hand Over Duties

A recent study by Zippia found that effective knowledge transfer can boost productivity by 25% and cut turnover by 35%. 

That’s why this step is non-negotiable in the offboarding process. The goal is to protect business continuity and ensure that critical knowledge doesn’t walk out the door.

For a smooth knowledge capture and transfer, the HR needs to ask employees to document key processes, project statuses, deadlines, important contacts, and any unique workflows. 

To make sure there are no gaps, also mandate:

1. Written guides for repeatable processes
2. Recorded video walkthroughs for complex tasks and Q&A sessions or job shadowing for tacit know-how.
3. Informal, experience-based knowledge, information like relationship context with the client, role-specific know-how, etc.
4. Project management updates (e.g., Asana, Jira, Trello) to keep deadlines and responsibilities visible.

Here are role specific responsibilities for easier understanding

• The HR ensures there’s a structured process in place. This includes:
   
  • Providing standardized templates for documenting processes, client lists, and project checklists.
  • Requesting updated SOPs and how-to guides for tasks unique to the employee.
  • Setting up a central repository (e.g., Confluence, Notion, Google Drive) to store everything.

• Managers make sure the handoff is more than just paperwork. Their responsibilities include:

• Deciding who inherits each responsibility and updating assignments in project management tools.
• Conducting Q&A sessions, offering shadowing opportunities, or holding handoff meetings. This ensures teammates understand tacit knowledge, including how the departing employee handles clients, internal shortcuts, or team norms.
• Confirming the team has both the formal documentation and the context needed to pick things up seamlessly.

Note. This process should begin immediately after the employee is informed of their departure.

Revoke Access to Accounts and Secure Data

This is when the IT team takes the lead. It’s the IT team’s responsibility to revoke all access as the final day approaches. 

For voluntary resignations, access can be phased out in the final days. But for terminations under sensitive or questionable circumstances, access must be revoked immediately.

Here’s what you can do:

• List the employee’s accounts, from email and VPN to SaaS tools, development platforms, and even shared credentials like social media logins or AWS keys.

• Prioritize high-risk systems, such as finance, customer data, and administrative accounts, first. 

• Use identity management or SSO to automate deprovisioning, and don’t overlook “shadow IT” tools—SaaS network discovery platforms can help identify them. 

• Change shared passwords, invalidate security badges and tokens, and back up or archive important data (e.g., email, files) before deletion.

• Document every revoked account and recovered asset. This protects you during audits, regulatory checks, or in case of disputes.

Note. The goal here is to remove access from your employees’ hands ASAP and preserve the data to minimize any security risks.

Arrange the Return of Company Equipment

Now, this is one of the trickiest parts of offboarding remote employees. 

You’ll understand “why” in just a second. Here’s what you need to take care of:

• Choose the return method based on the employee’s location:

• Prepaid shipping label and box/return kit
• Courier pickup from home
• In-person drop-off at local office/designated location

• List all items to return: Laptops, monitors, docking stations, chargers, tokens, ID cards, and accessories.

• Confirm details: Shipping address, pickup window, and clear packaging instructions (e.g., wrap laptop securely). If you’re wondering, packaging instructions are crucial:

Source: Reddit

• Shipment provider: Choose the right shipment partner for handling returns. When comparing, check for coverage (domestic + international), reliable tracking, proof-of-delivery, customs handling, and security options. Common examples include DHL, FedEx, or UPS.

• Maintain chain of custody: Track shipments, log serial numbers and condition upon receipt, photograph items on arrival.

• Follow up on delays: Send reminders after the due date; escalate via HR if needed; enforce cost recovery if allowed by policy.

• Target retrieval window: Aim to have devices back within 2–4 weeks to minimize asset loss and security risk.

Now imagine doing all this manually for multiple remote employees. This process is error-prone and consumes a significant amount of IT resources. 

Worse off, you still might not recover all your assets—a major financial and productivity loss.

But there’s a solution: Workwize, a global ITAM solution that automates the entire asset lifecycle from asset procurement and deployment to retrieval and disposal.

What it means for IT teams is that Workwize:

• Integrates with your HRIS to instantly detect employee departures and launch the asset retrieval workflow. No need for manual emails, calls, or spreadsheet updates.

• Automatically arranges shipment of ready-to-use return boxes with prepaid labels or schedules courier pickups worldwide.

• Generates itemized lists of all company-issued equipment (laptops, monitors, chargers, tokens, etc.) so nothing gets missed, reducing follow-up back-and-forth.

• Helps you monitor shipments from pickup to delivery with automated status updates. This way, IT always knows where the device is in real-time.

Essentially, Workwize automates the entire employee offboarding workflow, saving your IT and HR departments considerable time (up to 40% of manual time) and money.

Even Reddit users admit  Workwize has made retrievals super easy for them:

Source: Reddit

Wipe Devices and Decide The Next Step (reuse or retire)

Once the device is returned (or already in hand), securely erase all company data.

Start by ensuring every device has a chain of custody. Document who handled the device from collection to wiping, and log dates at each stage. 

This record is critical for audit readiness and protects your organization if questions arise later.

Use your MDM to remotely wipe or reimage the device, following standards such as NIST 800-88 for unrecoverable deletion. 

In fact, this Reddit user also talks about how MDM tools make offboarding much easier:

Source: Reddit

Workwize automates this step with certified data wiping and audit-ready proof, ensuring compliance (e.g., GDPR, HIPAA). If the device is offline, schedule a wipe command to run once it reconnects, and lock it to prevent unauthorized access.

After wiping, decide whether to reuse or retire. As stated earlier, Workwize helps you with both scenarios:

• For Reuse: Reset, configure, and reassign to the next hire. Workwize refurbishes returned hardware and stores it in our local warehouses, ready for redeployment.

• For Retirement: If the hardware is outdated, work with a certified e-waste vendor. Workwize helps with eco-friendly disposal or donation as well. This guarantees compliance and responsible disposal.

Conduct an Exit Interview or Survey

The HR department needs to schedule a brief exit interview or a survey with the departing employee to gather feedback on their experience and the reasons for leaving.

I recommend having an HR or neutral third-party lead the conversation, not their direct manager. Employees are more likely to share honest feedback in a safe, impartial setting.

• Thank them for their contributions (of course, only if their exit was natural), and ask for open-ended questions about management. 

• Take notes, look for recurring themes, and use insights to address issues.

• Pair the interview with an anonymous survey for feedback they may not share verbally—aim for high completion rates to spot trends.

• Explain next steps (final pay, benefits), share how feedback will be used, and wish them well. A gracious exit can turn former employees into positive ambassadors.

Pro Tip: Tools that’ll help you with the exit survey include: Qualtrics Employee Experience, WebExit, SurveySparrow, etc. 

How to Measure and Improve Offboarding Performance?

You need to track some key metrics to ensure continuous improvement in your offboarding process:

• Time to Deprovision Accounts: Measure how quickly all access is revoked after an employee’s last day. Aim for same-day or within 24 hours. If it’s slower, look for gaps (e.g., apps outside SSO).
  
  
• Equipment Return Rate & Turnaround: Track the percentage of assets recovered and the average turnaround time. A recovery rate close to 100% is ideal. 

If you’re missing items or returns are taking longer than expected, adjust reminders or return methods accordingly.

• Certified Device Wiping Rate: Record the percentage of the returned devices that have documented, compliant data wipes. Target 100% to avoid security or audit risks.

Pro Tip: Use Workwize to achieve a 100% device wiping rate, as Workwize automatically wipes data and offers a certificate of data erasure without fail.

• Knowledge Transfer Completion: Check whether handovers are complete by surveying managers or tracking task completion. Gaps here can lead to delays and lost know-how.
• Exit Feedback & Satisfaction: Track exit interview/survey completion rates and overall offboarding satisfaction scores. Look for patterns in feedback to refine the process.
• Post-Exit Engagement: Monitor alumni group participation, boomerang hires, and referrals from former employees. These show the long-term impact of a positive offboarding experience.

What Tools are Required for Remote Employee Offboarding?

Here are some tools that’ll make the remote employee offboarding process easier:

• HRIS (Human Resource Information Systems): Used to record terminations and automatically trigger offboarding workflows across HR and IT. For instance, if you use Workwize and integrate it with an HRIS, say BambooHR, the HR can not only record terminations but also instantly trigger Workwize’s offboarding workflow.

Examples: BambooHR, Workday, SAP SuccessFactors

• E-signature & Document Management: Simplify signing and storing NDAs, separation agreements, and return-of-property forms digitally

Examples: DocuSign, Adobe Sign, HelloSign

• Identity & Access Management (IAM): Instantly revoke accounts, enforce multi-factor authentication, and control access across apps.

Examples: Okta, Azure AD, OneLogin, Google Workspace Admin

• Password Management: Securely reset, share, or transfer team credentials without exposing sensitive information.

Examples: 1Password, LastPass Enterprise

• Survey Platforms: Collect standardized exit feedback or run surveys to improve employee experience.

Examples: Google Forms, Typeform, Culture Amp, SurveyMonkey

• Documentation Tools: Centralize handover notes, SOPs, and project knowledge to ensure continuity.

Examples: Confluence, Notion, Google Docs

• Logistics Partners / Device-as-a-Service Platforms: Coordinate global laptop retrievals, shipping, and secure returns at scale.

Example: Workwize

• Mobile Device Management (MDM) / Endpoint Management: Remotely lock, wipe, or reconfigure corporate devices to prevent data leaks.

Examples: Microsoft Intune, Jamf, Kandji, Prey

• Data Wiping Tools (for compliance): Ensure devices are securely erased with certificates that meet standards like NIST 800-88.

Examples: Blancco, Certus, KillDisk

Policies, Templates, and Documentation to Enhance the Effectiveness of Employee Offboarding

Clear policies and ready-to-use templates ensure consistent, compliant, and stress-free offboarding for both teams and employees. Here’s what to have in place:

Offboarding Policy & Checklist

Define the full process, responsibilities (HR, IT, managers), timelines (e.g., “Accounts deactivated within 4 hours”), and special-case procedures. Pair this with a step-by-step checklist (download now), ideally built into your HRIS or ticketing system, to ensure nothing is missed. 

Review regularly to reflect new regulations or lessons learned.

Communication Templates 

Prepare pre-drafted resignation acceptance, termination letters, exit announcements, and employee instructions (covering returns, benefits, FAQs). Include a reference letter template if applicable and a standard exit interview script.

Here’s an example:

Subject: Farewell to [Employee Name]

Hello Team,

[Employee Name] will be leaving [Company Name], with their last day on [Date]. We’re grateful for their contributions to [specific project/team] and wish them the very best in their next chapter.

From now on, [Interim Contact Name] will handle [key responsibilities/projects].

Please join us in thanking [Employee Name] and wishing them success ahead.

Best,
[Your Name]

You can find multiple templates for various purposes here: Employee Leaving Announcement Templates. 

Pro Tip: You can always modify the templates to suit your needs best.

Device Return Forms & Asset Logs

Use a Return of Company Property form to record all returned items (with serial numbers, condition, and missing accessories) and keep proof of shipping/receipts for disputes. Feed this data back into your inventory system to keep your inventory updated.

Here’s a sample device return form you can use:

Data Sanitization & Compliance Records 

Store wipe certificates, account deactivation logs, and compliance forms (GDPR checklists, COBRA notifications). This ensures proof of secure data handling during audits.

Knowledge Transfer Templates 

Standard handover documents include a listing of ongoing projects, key contacts, and recurring tasks. Manager transition plans can help ensure a smooth redistribution of responsibilities.

Exit Interview Questionnaire 

Include a set of questions (via survey or live interview) covering reasons for leaving, job satisfaction, and process feedback. Standardization helps track trends over time.

Here‘s an exit interview questionnaire sample:

Here are some additional Exit Interview Templates from AIHR: Exit Interview Template

Edge Cases & Contingency Plans

Even with a solid process in place, offboarding can throw some anticipated challenges at you, especially in remote scenarios. 

These “edge cases” can expose serious risks if you don’t have playbooks ready. Instead of improvising under pressure, these contingency procedures will keep you in the driving seat. 

• No Internet or Unreachable Employee

Risk: Devices remain unmanaged because the employee lacks internet connectivity, or they are completely unreachable.

Response Plan: During such scenarios, you can queue remote wipes in your MDM to execute once devices reconnect. If the employee is unreachable, use alternative methods, including phone calls, courier delivery of paperwork, or designated drop-off points.

How Workwize Helps: Workwize coordinates return logistics globally, ensuring return kits, courier pickups, and follow-up reminders reach employees, even in remote or offline scenarios.

• Hostile or Sensitive Terminations

Risk: Disgruntled employees could compromise data, delay returns, or refuse to cooperate.

Response Plan: Proactively disable account access during or just before the termination call. Preserve data for legal review, remotely lock devices, and follow a strict “unreturned asset” policy if assets aren’t returned.

How Workwize Helps: With Workwize, you can track your assets in real-time and remotely lock or wipe the data to minimize the chances of misuse. Plus, we manage retrieval logistics, reducing the risk of employees withholding company property.

• Cross-Border Challenges

Risk: If you’re offboarding employees who’re distributed across the globe, you’re bound to come across problems like customs issues and delays while handling returns.

Response Plan: During such scenarios, it’s recommended that you approach a global IT hardware management solution like Workwize. 

Being an end-to-end IT asset management solution, Workwize automates onboarding  (procurement, deployment, and management) and offboarding (retrievals and disposals).

From sending return kits with labels and following up with your employees, to tracking returns at every step and handling secure data erasure or asset disposal, Workwize handles it all.

• Lost, Stolen, or Unreturned Devices

Risk: Devices containing sensitive data are lost, stolen, or deliberately withheld.

Response Plan: Use MDM tools to attempt device location tracking, trigger remote wipes, and file police complaints if necessary.

How Workwize Helps: Workwize integrates with your MDM to automate device wipes, track assets, and keep audit-ready proof of every retrieval attempt for compliance and dispute resolution.

• Sudden Departures or No Notice

Risk: Job abandonment, abrupt resignations, or employee death can leave assets and knowledge undocumented.

Response Plan: Try to communicate via email or phone. If there’s no response, instantly revoke account access, send asset-return instructions to personal emails, and collect work updates from teammates. 

In sensitive cases (such as death), engage the next of kin with empathy while securing company assets.

However, make sure you handle the matter with more care, empathy, and sensitivity. While this is a rare scenario, it can happen. Here’s a Security Admin describing their experience with a similar situation:

Source: Reddit

This step underscores the importance of documenting every process an employee is working on. If there’s documentation in place, finding and training the replacement becomes easier.

Wrapping Up

Remote offboarding is more than just paperwork. It’s the final chapter of the employee journey.  Done well, it safeguards data, keeps you compliant, and leaves a positive impression on those leaving.

Download our checklist to ensure your assets are recovered, accounts are secured, and feedback is captured, turning exits into opportunities for improvement.

And to enable zero-touch onboarding and offboarding (lower your IT and HR team’s burden) by automating every step from procurement, deployment, and management to retrieval and disposal, try Workwize.

HighLevel saves $1.4 million annually by using Workwize to automate processes such as procurement, deployment, retrieval, and disposal. 

Want to know how Workwize works and how it makes your job easier? Book a demo now.

FAQs

Is offboarding the same as being fired?

Being fired involves terminating or laying off the employee. Whereas offboarding is the process that ensures the employee’s departure (whatever the reason) is handled securely and efficiently.

What is the role of HR in offboarding?

The HR department plays a crucial role in an employee’s departure. They handle communication, documentation, exit interviews, and finalization of benefits. 

HR also coordinates with IT and managers for account closures, equipment returns, and compliance requirements. All this, while ensuring the departing employee receives clear information and a respectful, consistent experience.

How long does offboarding take?

The time offboarding takes is based on multiple factors, such as employee notice period and the specifics of transition duties. However, in general, you must allow at least 2-4 weeks for knowledge sharing, documentation, system access changes, and training the replacement.

Note. In case of rogue employees or special scenarios where the company’s data is at risk, offboarding is done within a few minutes.