People and HR12 checkseach timeabout 5 minutes, estimate; adjust for site

Exit checklist

This checklist covers handover, returns, dues and documents when someone leaves. Tick each item at the point of work and record any failure.

0 of 12 checked

1Prepare the person or record

Exit date is recordedMUST
Notice and policy requirements are reviewed [VERIFY]
Pending jobs have handover owner
Company property list is prepared

2Review and confirm

Keys and access are recovered
Payroll balance is calculated
Advances are reconciled
Statutory settlement requirements go for review [VERIFY]MUST

3Approve and file

Settlement approval is recordedMUST
Documents are issued as applicable [VERIFY]
System access is disabled
Exit file is closed with signatureMUST

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Check before you rely on it. These need a check for your site or with the official source: Notice and policy requirements are reviewed; Statutory settlement requirements go for review; Documents are issued as applicable. This is a practical starting list, not a legal or safety certificate.

When to use it

The HR administrator uses this list each time this job or event occurs. Allow about 5 minutes for the checks, plus time for any problem found. Work from the personnel file, attendance sheet or training register. Look at the actual item before ticking it. Mark No when evidence is missing and explain why.

Its scope is specific: handover, returns, dues and documents when someone leaves. First confirm exit date is recorded, then examine the relevant work before approval or handover. The person named at the top should complete the checks as the work happens. Do not sign a page from memory later.

If an item is a "No"

For a failed (must) check, hold the affected work at its current stage. The HR administrator records the item, current job or lot, time and a clear note. Tell the person authorised to release that work. Do not tick Yes after simply sending a message. Recheck the item and record who accepted it before proceeding.

For this checklist, pay particular attention when keys and access are recovered cannot be confirmed. Check the supporting record or the actual material. A photo alone may not prove a measurement or approval. Note missing evidence.

For other failures, name an owner and due date. Escalate safety, compliance or customer risks before release.

Common mistakes

Ticking notice and policy requirements are reviewed without looking at the actual item or source record.
Writing "done" when payroll balance is calculated has not been checked.
Closing the sheet even though settlement approval is recorded is still unknown.
Filing the page with no name, no date or no owner for failed items.

Make it your own

Print this on A4 or keep it in a shared sheet. Add a column for the person clearing each failed item. In a foundries business, adapt the references to the part, lot, machine or delivery document your team actually uses. In garments, name the local register and sign-off owner. Remove a check only if it truly cannot apply, and write down why. Do not remove critical safety or statutory checks without qualified review.

Try the list on a real job, then ask the HR administrator which records were hard to find. Keep one approved version with a revision date so the team uses the same checks.

Review required: This is a practical starting list, not a legal or safety certificate. Check the current rules and get a qualified person to review it for your site. Items marked [VERIFY] need a site-specific or official-source check before use.

A checklist only works if someone ticks it, every time, and someone reads it.

Questions people ask

Who should sign the exit checklist?

The HR administrator who performed the check signs it. If a different person approves release, capture that name too. Do not use another person’s signature.

What if exit date is recorded cannot be confirmed?

Mark No, describe what you looked at and hold the affected work if it is a critical item. Ask the authorised owner to decide the next action. Keep the result in the same record.

Can we use the short version instead of the full checklist?

Use the short version for a quick reminder. The full list has the remaining checks, failed-item notes and signature. Keep it for the actual decision and review.