Offboarding policy template

Overview

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.

Scope

All employees of [Company Name].

General Principles

Objectives

• 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.