Offboarding and Exit Playbook

Handle every departure with respect and care: plan the last weeks, hand over what the person knows, hold an honest exit conversation and close out the final day properly.

Who it is for

• People who run small businesses and handle every resignation themselves.

• Managers and shift leads who have just received a notice letter and want to get the next few weeks right.

• Supervisors in the field, where vehicles, tools and site knowledge leave with the person.

• HR staff who want one consistent offboarding process across teams or locations.

The problem it solves

When someone leaves, most businesses improvise. The team hears the news from someone else, the handover is a rushed document written in the last week, the exit conversation happens in the last hour, access stays open, and final pay is guessed at. This playbook gives you six steps to follow from the day notice is given: confirm and plan, tell the right people in the right order, hand over the knowledge with practice, hold an exit conversation, complete the final day with a checklist, and learn from every departure with an exit themes log.

What is inside

• Copyright and License (page 2; 1 page)

• Part 1. How offboarding works (pages 3 to 4; 2 pages)

• Part 2. Step 1: Confirm and plan (pages 5 to 7; 3 pages)

• Part 3. Step 2: Tell the right people (pages 8 to 10; 3 pages)

• Part 4. Step 3: Hand over the knowledge (pages 11 to 13; 3 pages)

• Part 5. Step 4: Hold the exit conversation (pages 14 to 16; 3 pages)

• Part 6. Step 5: The final day (pages 17 to 19; 3 pages)

• Part 7. Step 6: After they leave (pages 20 to 22; 3 pages)

• Part 8. Worked examples (pages 23 to 24; 2 pages)

• Part 9. Variations by setting (page 25; 1 page)

• Part 10. 30-day setup plan (page 26; 1 page)

• Part 11. Mistakes and FAQ (pages 27 to 28; 2 pages)

• Editable Word version of everything above (28 pages)

How to use it

1. Read Part 1 for how offboarding works and how the six steps fit together.

2. When someone gives notice, start Step 1 the same day. Each step explains what to do, why it matters and how to do it well, then gives a template and a filled-in example.

3. Use the worked examples and variations to adapt the steps to your setting.

4. Use the 30-day plan to set up your process before you next need it.

Rules on final pay, records, references and benefits after employment ends depend on your location and your company policy. Check the rules for final pay, records and benefits for your location. This playbook gives general good practice; it is not legal advice.

Formats and file types

• Printable PDF (28 pages), US Letter.

• Editable Word file (.docx, 28 pages) with every template ready to adapt.

Frequently asked questions