Employee Leaver Checklist Free leaver checklist for UK employers. Comprehensive offboarding checklist for resignation, redundancy, and dismissal.
Last updated: 30 January 2025 Use this checklist to ensure a complete offboarding process.
Employee Leaver Checklist
Employee Name: _________________ Leave Date: _________
Position: _________________ Manager: _________
Reason for Leaving:
On Receipt of Notice/Decision
Task Done Date Responsible Notes Acknowledge resignation/confirm decision [ ] Manager Confirm last working day [ ] Manager/HR Confirm notice arrangements (working/garden leave/PILON) [ ] Manager/HR Send confirmation letter [ ] HR Inform IT of departure date [ ] Manager/HR Notify payroll [ ] HR Plan handover [ ] Manager
During Notice Period
Handover
Task Done Date Notes Handover plan created [ ] Key responsibilities documented [ ] Passwords and access info recorded [ ] Client/supplier contacts handed over [ ] Ongoing projects transferred [ ] Files and documents organised [ ] Training provided to successor [ ]
Communications
Task Done Date Notes Internal announcement (if appropriate) [ ] Client notification (if appropriate) [ ] Update on who to contact after departure [ ] Out of office message agreed [ ] Email forwarding arranged (if needed) [ ]
Meetings
Task Done Date Notes Exit interview scheduled [ ] Exit interview completed [ ] Final 1:1 with manager [ ] Farewell event (if applicable) [ ]
Final Day
Company Property
Item Returned Condition Notes Laptop/computer [ ] Mobile phone [ ] Tablet [ ] ID badge [ ] Building keys [ ] Office keys [ ] Company credit card [ ] Car park pass [ ] Uniform [ ] Company vehicle [ ] Tools/equipment [ ] Books/manuals [ ] Other: _________ [ ]
IT and Systems
Task Done Date Responsible Email access disabled [ ] IT System accounts disabled [ ] IT VPN access revoked [ ] IT Software licences revoked [ ] IT Shared drive access removed [ ] IT Email forwarding activated (if agreed) [ ] IT Auto-reply set up (if agreed) [ ] IT Data backed up/archived [ ] IT Personal files removed from devices [ ] Employee/IT
Physical Access
Task Done Date Responsible Building access deactivated [ ] Facilities/IT Alarm codes changed (if necessary) [ ] Facilities Keys collected [ ] Manager Parking access cancelled [ ] Facilities
Payroll and Admin
Final Pay Calculation
Element Amount Notes Salary to last day £ Notice pay (if PILON) £ Accrued holiday pay £ Redundancy pay (if applicable) £ Bonus (if applicable) £ Commission (if applicable) £ Other: _________ £ Total gross £ Less deductions £ Net final pay £
Holiday Calculation
Element Days Annual entitlement (pro-rata to leave date) Holiday taken this year Balance owed to employee Or: Holiday taken in excess (to deduct)
Payroll Actions
Task Done Date Responsible Final pay calculated [ ] Payroll Deductions processed [ ] Payroll P45 generated [ ] Payroll P45 sent to employee [ ] Payroll Removed from payroll [ ] Payroll Benefits ceased [ ] HR/Payroll
Benefits
Benefit End Date Action Taken Notes Pension Notify provider Private medical Cancel Life insurance Cancel Company car Return Gym membership Cancel Other: _________
Documents to Provide
Document Provided Date Notes P45 [ ] Reference (if requested) [ ] Confirmation of leaving letter [ ] Pension information [ ] Settlement agreement (if applicable) [ ] Redundancy calculation (if applicable) [ ]
Record Keeping
Task Done Date Responsible Personnel file updated [ ] HR Reason for leaving recorded [ ] HR Exit interview notes filed [ ] HR Right to work docs retained [ ] HR File archived appropriately [ ] HR HR system updated [ ] HR
Retention Periods
Record Type Keep For General personnel records 6 years from termination Right to work documents 2 years from termination Pension records Indefinitely Working time records 2 years Tax records 6 years from end of tax year
Post-Departure
Task Done Date Notes Reference provided (when requested) [ ] Follow-up on any outstanding items [ ] Rehire eligibility noted [ ] Exit interview themes analysed [ ] Any concerns actioned [ ]
Special Circumstances
If Dismissal
Additional Task Done Appeal outcome confirmed [ ] All disciplinary records filed [ ] Legal review if required [ ]
If Redundancy
Additional Task Done Redundancy pay calculated correctly [ ] Statutory notification made (if 20+) [ ] Suitable alternative considered [ ]
If Settlement Agreement
Additional Task Done Signed agreement received [ ] Adviser's certificate received [ ] Agreed payments processed [ ] Reference agreed and filed [ ]
Sign-Off
All tasks completed:
Manager: _________________ Date: _________
HR: _________________ Date: _________
Payroll: _________________ Date: _________
IT: _________________ Date: _________
Frequently Asked Questions
What must I pay a leaver? Final pay must include salary to the last day, any accrued but untaken holiday, notice pay (if applicable), redundancy pay (if applicable), and any other contractual amounts owed. Issue final pay on the next normal pay date or as soon as practicable.
When must I provide a P45? You must issue a P45 on or before the employee's final pay date, or as soon as possible afterwards. It must be provided even if the employee has already started a new job.
How long should I keep leaver records? Keep most employment records for 6 years after termination. Keep right to work documents for 2 years after termination. Pension records should be kept indefinitely. GDPR allows retention where there's a legitimate business purpose. Disclaimer: This information is for general guidance only and does not constitute legal advice. Employment law is complex and changes frequently. For specific situations, consult ACAS, a qualified employment lawyer, or HR professional.