The offboarding process is the structured farewell of employees from a company – regardless of whether they resign, retire or otherwise leave the organisation.
The offboarding process is just as important as onboarding. A professional exit management approach not only helps ease the transition for remaining employees but also leaves a positive impression on those departing. But what does it include, and what must you be sure to consider?
Why a well-thought-out offboarding process is crucial
- Positive employer brand: The last impression counts. A respectful offboarding process shows that the company continues to care for its people even after they leave. This has a positive effect on Employer Branding and strengthens the network for future referrals.
- Risk minimisation: Missing procedures lead to data misuse and security incidents – according to one study, 29% of companies reported security breaches due to poor offboarding practices.[1]
- Feedback as an opportunity: Exit interviews offer valuable insights into how company culture can be improved.
- Pathway for rehiring: A professional departure keeps the door open for so-called boomerang employees. In times of skilled labour shortages, this option is increasingly important.
Key steps in the offboarding process
To make offboarding as efficient and respectful as possible, HR professionals should consider the following:
- Prepare the exit interview: An offboarding meeting should be arranged early on after the resignation or departure is known. It’s important to hold this meeting with both the direct supervisor and HR to ensure clear communication. This meeting can cover the date of departure, remaining workload, and handovers to successors or the team. It’s also a space for employees to share personal feedback, which can provide valuable insights for improving internal processes.
- Create an offboarding checklist: By creating an offboarding checklist for the departing employee, you help them ensure nothing important is forgotten. Essential items include returning company property (laptops, smartphones, etc.). A checklist is also helpful for HR – reminding you to revoke access rights (e.g. email, software systems) and to prepare a reference or employment certificate.
- Clarify formal aspects: Legal and administrative issues are an essential part of offboarding. Alongside providing the employment reference, HR should ensure that all entitlements are settled and outstanding matters such as unused leave, overtime or bonus payments are handled. Transparent communication here fosters trust and contributes to a positive, lasting impression.
- Respectful farewell: The employee’s last day should not go unacknowledged. A farewell in the team or wider setting shows appreciation and leaves a good impression. This supports employer branding and may result in positive feedback from former employees. A small farewell gift or a personal message can round off the goodbye nicely.
- Knowledge transfer and handover: A smooth knowledge transfer is essential to ensure continuity after an employee’s departure. The leaving employee should allow time to train their successor. Written documentation of current tasks and processes can also be helpful.
Offboarding and onboarding as integrated processes
What’s important to remember: The offboarding process does not stand alone from onboarding. A well-organised departure often paves the way for a successful start for the successor. A complete and seamless transfer of knowledge significantly simplifies onboarding and avoids information loss. Those who plan succession early and prepare onboarding in a structured way reduce risks and increase satisfaction among all involved. In this way, the offboarding process directly contributes to the success of the onboarding process!
Fully supported in all processes – with Refline
When employees leave the company, the search for suitable replacements often begins. Refline, as an e-recruiting solution, supports you in seamlessly transitioning from offboarding to recruitment: You can easily post vacancies, receive and manage applications, and quickly recruit the right talent. This closes the loop between a respectful farewell and a successful start for the successor – ensuring knowledge transfer is preserved and the team is quickly reinforced. Discover the smart features in a live demo or contact us for a non-binding consultation!