Employee Offboarding System

When Employees Leave, Are You Scrambling?

Whether someone quits, you’re letting them go, or they’re retiring, every departure creates risk. Equipment doesn’t get returned. Passwords don’t get changed. Critical knowledge walks out the door. And if you handle the separation poorly, you’re looking at unemployment claims, bad Glassdoor reviews, or worse—wrongful termination lawsuits.

Most companies have detailed onboarding processes but wing it when people leave. That’s backwards. The way you handle departures impacts:

• Legal risk (wrongful termination, discrimination claims)
• Company reputation (Glassdoor, word-of-mouth in your industry)
• Business continuity (lost knowledge, security vulnerabilities)
• Team morale (remaining employees watch how you treat people)

Our Employee Offboarding System gives you a professional exit process for $549.

WHAT YOU’LL RECEIVE

1. Voluntary Resignation Process (When Employees Quit)

• Resignation acceptance letter template (confirms last day, thanks for service)
• Manager’s resignation checklist (what to do when someone gives notice)
• Knowledge transfer template (structured doc for departing employee to document their work)
• Transition plan template (how work will be covered during notice period)
• Exit interview questionnaire (20 questions to learn why they’re leaving)
• Exit interview guide for managers (how to conduct conversation)
• Final day checklist (return equipment, revoke access, final pay)

2. Involuntary Termination Process (When You Let Someone Go)

• Termination meeting script (what to say, how to say it)
• Termination checklist (before, during, after the meeting)
• Separation letter template (confirms termination, final pay details)
• COBRA notice template (health insurance continuation requirements)
• Unemployment response template (if they file for unemployment)
• Reference policy guidance (what managers can/can’t say)

3. Exit Logistics & Security

• Master offboarding checklist (comprehensive list of all exit tasks)
• IT/access deactivation checklist (email, systems, building access, company devices)
• Company property inventory (laptop, phone, keys, credit cards, etc.)
• Final paycheck calculator guide (state-specific timing requirements)
• Accrued PTO payout guidance (state-by-state rules)

4. Legal Protection Documents

• Separation agreement template (for voluntary mutual separations)
• Release of claims template (for severance situations – basic version)
• Non-disparagement clause (mutual agreement not to bad-mouth)
• Reminder of confidentiality obligations (post-employment)

5. Management Resources

• How to announce departures (email templates for team communication)
• Exit interview summary template (how to document and analyze patterns)
• Rehire eligibility criteria (when you’d consider bringing someone back)
• References policy and training (what’s safe to say, what’s risky)

All deliverables provided as editable Word/Google Docs + PDFs

WHAT’S NOT INCLUDED

To keep this service affordable and focused:

• ❌ Severance calculation formulas (complex legal territory – use attorney)
• ❌ Executive separation agreements (high-stakes, need attorney)
• ❌ Union workforce layoff procedures (governed by collective bargaining)
• ❌ WARN Act mass layoff compliance (50+ employee reductions need attorney)
• ❌ Outplacement services (career coaching for departing employees)
• ❌ Legal review of your specific terminations (consult employment attorney)
• ❌ HR representation in unemployment hearings
• ❌ Background on specific employees (we provide templates, not case-by-case advice)

Important: For high-risk terminations (discrimination concerns, retaliation claims, executives, pending lawsuits), consult an employment attorney before proceeding.

WHAT WE NEED FROM YOU

Complete our intake form (20-25 minutes):

Required Information:

1. Company basics (size, industry, locations)
2. Current offboarding practices (do you have anything in writing?)
3. Exit scenarios you need to handle (resignations, terminations, layoffs, retirements?)
4. State locations (impacts final pay timing, PTO payout rules)
5. Benefits overview (health insurance, 401k for COBRA/rollover info)
6. Severance practices (do you offer severance? to whom? how much?)
7. Non-compete/confidentiality agreements (do employees sign these?)

Optional But Helpful:

• Past problems with exits (what went wrong that you want to avoid?)
• Industry-specific considerations (security clearances, client relationships, etc.)
• Any existing exit documents you have

PROCESS & TIMELINE

Day 1: Receive intake form, complete it at your convenience

Days 1-2: We review intake, research state requirements for final pay/PTO, draft questions if needed

Days 3-4: Create customized offboarding templates and checklists

Day 5: Deliver complete package for your review (one round of minor edits included)

Day 5-6: You review, request changes if needed

Day 6-7: Final version delivered – ready to implement

Total timeline: 5-7 business days from intake to final delivery

WHO THIS SERVICE IS FOR

Perfect for:

✅ Companies with 10-50 employees experiencing first departures
✅ Startups who’ve handled exits inconsistently and want professionalism
✅ Businesses who’ve had bad unemployment claims from poor exit handling
✅ Anyone who needs to terminate someone soon and wants to do it right
✅ Growing companies creating scalable exit processes
✅ Leadership teams worried about wrongful termination risk

Not right for you if:

• You have <5 employees and departures are rare (probably overkill)
• You’re conducting mass layoffs affecting 50+ employees (need WARN Act attorney)
• You have union workforce (exits governed by collective bargaining agreement)
• You need ongoing HR support during layoffs (consider our Layoff Planning service instead)

WHY PROFESSIONAL OFFBOARDING MATTERS

Legal Protection:
Poorly handled terminations are the #1 source of employment lawsuits. A consistent, documented exit process is your best defense against wrongful termination claims.

Security:
Former employees with active system access are a massive security vulnerability. Our checklists ensure nothing gets forgotten.

Institutional Knowledge:
When people leave, critical knowledge goes with them—unless you capture it. Our knowledge transfer templates preserve what matters.

Employer Brand:
How you treat people on the way out determines:

• What they say about you online (Glassdoor, Indeed)
• Whether they’d consider coming back (boomerang employees)
• What they tell candidates you’re trying to recruit

One mishandled termination can cost $50,000-$250,000 in legal fees. This $549 investment pays for itself many times over.

FREQUENTLY ASKED QUESTIONS

What’s the difference between this and your Layoff Planning service?
This is for individual departures (1-5 people at a time). Layoff Planning is for workforce reductions, restructures, or mass terminations requiring different legal compliance.

Can I use this for both resignations and terminations?
Yes! The package covers voluntary (they quit), involuntary (you terminate), and mutual separation scenarios.

Do you include severance agreement templates?
Basic separation agreements yes. Complex severance packages for executives or sensitive situations should be reviewed by attorney.

What if I need to fire someone this week?
Add Rush Delivery ($99) for 2-3 day turnaround. We’ll prioritize your involuntary termination templates.

Will this prevent wrongful termination lawsuits?
Nothing prevents lawsuits entirely. This gives you documented processes and templates that demonstrate fair, consistent treatment—your best defense.

How do I handle final pay correctly?
We include state-specific guidance on final paycheck timing (some states require same-day payment, others allow longer).

What about COBRA notifications?
Template included with deadlines and required language for health insurance continuation.

Can I customize these templates?
Yes, delivered as editable Word docs. Make them yours. Just don’t remove key legal language without attorney review.

Do you help with unemployment claims?
We provide a response template, but we don’t represent you in hearings. Document the termination reasons clearly using our templates.

What if the departure is sensitive/high-risk?
For discrimination concerns, retaliation claims, or executive departures, use our templates as a starting point but have your employment attorney review before executing.

LEGAL DISCLAIMER

This offboarding system provides operational templates and HR guidance, not legal advice. While we include state-specific requirements for final pay and common legal protections, this does not replace consultation with an employment attorney for high-risk terminations, discrimination concerns, or complex severance situations.

You are responsible for ensuring terminations comply with all applicable laws and that documentation accurately reflects your business decisions. We recommend having your employment attorney review this system before first use, particularly separation and release templates.

ADD-ONS AVAILABLE

Rush Delivery (+$99): 2-3 business day delivery
Manager Training Session (+$399): 90-min training on conducting terminations and exit interviews