Your checklist for when an employee leaves
If an employee is leaving your business — for whatever reason — use this checklist to make sure you've done everything you need to do.
The steps and suggested timeframes are outlined below, and also in these handy guides:
Employee exit steps – checklist [PDF, 101 KB]
Employee exit steps and timeframes – task list [DOCX, 83 KB]
Employee exit steps and timeframes - task list [PDF, 153 KB]
Before they leave
They should:
- complete any reasonable tasks and handovers
- save important files and emails in a shared drive.
You could:
- assign their ongoing tasks to another person
- conduct an exit interview, to get any final feedback from the employee
- hold a farewell morning tea.
On their last day
You should:
- collect any assets — computer, phone, uniform, books etc
- collect their keys and security pass
- set up an auto-forward and out-of-office auto-reply on their emails
- forward their phone calls, and set up an out-of-office message on their voicemail
- remove their access to online systems, e.g. the finance system and the shared file server.
You could:
- provide a reference or offer to act as a referee.
You must:
- calculate their final pay, including holiday leave owed, and pay it - you can do this on their final payday rather than their last day.
After they've left
You should:
- remove them from email distribution lists and contact lists
- remove their access to IT systems
- provide a statement of employment, if they request it.
You must:
- update their personnel file with:
- their last day of work
- last pay amount
- final payout of all holiday pay
- archive their personnel file and records (make sure you keep them for seven years).
On and after last day of employment(external link) — Employment New Zealand
