Point 1: Termination meeting and handover planning
- Termination interview:
Have an honest and appreciative conversation in which open questions are discussed and future steps are explained. - Handover planning:
Together with the manager, determine how tasks and responsibilities will be distributed to ensure a smooth handover.
Point 2: Passing on information to the team
- Communication to the team:
Inform the team early on about the employee’s impending departure. An open approach supports acceptance and creates trust. - Allocation of tasks:
Create an overview of which tasks need to be taken on and clarify within the team who will take on which responsibilities on a temporary or long-term basis.
Point 3: Documentation and knowledge transfer
- Record knowledge:
Ask the employee to document important work processes and project-relevant information so that this knowledge remains within the company. - Knowledge transfer:
Organize meetings or handovers in which the employee briefs their successors or the team and answers questions.
Point 4: Return of company materials
- Collect materials:
Ensure that all equipment, documents and access cards are returned. This includes laptop, smartphone, company ID, keys and company documents. - Deactivate accounts:
Close or transfer all user accounts to control access to internal systems, email accounts and files.
Point 5: Exit interview
- Obtain feedback:
Conduct an exit interview to obtain constructive feedback on the company culture, work atmosphere and potential areas for improvement.
- Be open to criticism:
Take the employee’s perspective seriously in order to gain useful insights for the future and improve the workplace.
Point 6: Administrative tasks
- Termination of contract and reference:
Ensure that the employment contract is properly terminated and that a reference is prepared that meets the requirements and is formulated in an appreciative manner. - Final payroll:
Review outstanding payroll, remaining vacation and other outstanding payments to ensure that all claims have been settled.
Point 7: Farewell in the team
- Dignified farewell:
Plan a team farewell or small celebration to thank the employee for their work and time together. A respectful farewell leaves a lasting positive impression. - Maintain a network:
Encourage the employee to stay in touch, for example via company platforms or alumni networks, and show openness for future collaboration.
Conclusion
Well-structured offboarding strengthens the company in the long term and leaves departing employees with a positive image that they carry to the outside world.
The careful handover of knowledge and tasks preserves resources and enables the team to make a stress-free transition.
At the same time, the company benefits from open feedback and thus continuously improves its culture and working conditions.
A professional farewell is therefore more than just a formality – it is an important step in shaping a successful long-term corporate culture.
