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Offboarding.
It is the chapter nobody wants to write, but everyone eventually must.
And just like employee onboarding shapes the first impression, offboarding stamps the last.
A smooth exit can turn a departing employee into a future brand advocate.
A messy one can spark gossip, legal headaches, and Glassdoor reviews that haunt you for years.
In my years in HR, I have seen farewell lunches that ended in hugs and LinkedIn recommendations.
I have also seen abrupt exits where IT shut off logins mid-meeting.
Guess which one gets remembered longer.
So, let’s talk about the 21 biggest offboarding mistakes that even experienced HR teams still make.
And more importantly, how to avoid them without adding 50 extra tasks to your plate.
(Yes, some of these fixes can be automated. I’ll get to that.)
1. Treating Offboarding as an Afterthought
You know that feeling when you try to plan a farewell in the last 24 hours?
It is like organizing a wedding reception on the morning of the ceremony, you can technically pull it off, but it is going to be awkward.
Why it happens:
- Workload is high, and offboarding feels “less urgent” than hiring
- Managers assume HR has it covered
- No documented process or checklist exists
What to do instead:
Create an employee offboarding process that is just as structured as onboarding.
In Newployee, I have seen teams build workflows that automatically kick in as soon as a resignation is approved, assigning tasks to HR, IT, and managers without manual reminders.
Once you try it, you never go back to the “scramble on their last day” method.
2. Skipping the Exit Interview
Story time.
A sales rep left one of my old teams, and nobody asked why.
Three months later, we lost two more reps, all for the exact same reason that could have been fixed in a week.
Why skipping is risky:
- You miss patterns that can prevent future turnover
- Departing employees share more honestly than current ones
- Data from exit interviews can inform retention strategies
Instead of making the exit interview a formality, make it an actual conversation.
Ask open-ended questions like
- What could we have done differently to make you stay?
- Were there moments you felt unsupported?
- What advice would you give your replacement?
When these answers are stored and analyzed, instead of lost in a notebook, trends emerge.
That is when you start turning exits into learning moments.
3. Forgetting to Communicate the Departure Internally
Ever walked into the office and someone whispers, “Did you hear Alex is leaving?”
That is not how your team should find out.
This mistake creates gossip, confusion, and even fear about who might be next.
In one company, a lack of communication meant clients heard about a project manager’s departure before the team did — chaos followed.
Better approach:
- Announce departures promptly but respectfully
- Share the transition plan so people know who will handle responsibilities
- Acknowledge contributions publicly, whether in a team meeting or company-wide email
This is not about turning departures into PR campaigns.
It is about protecting trust inside the team.
4. Overlooking Knowledge Transfer
Here is where it gets expensive.
A departing employee often takes with them project history, client quirks, and workflow shortcuts nobody else knows.
Without knowledge transfer, the replacement starts at zero, and your timelines pay the price.
Ways to prevent knowledge gaps:
- Assign a “handover buddy” two weeks before departure
- Create a shared document for key tasks, contacts, and resources
- Record walkthrough videos for complex processes
Some HR teams build this into their offboarding automation so the knowledge transfer checklist gets triggered immediately.
It is a small step that saves thousands in lost productivity.
5. Ignoring the Emotional Side of Leaving
Let’s be real: Leaving a job can be just as emotional as starting one.
Sometimes it is relief, sometimes sadness, and sometimes both.
In one of my previous roles, we had a developer who trained his replacement for a month.
On his last day, he quietly packed up without a goodbye because no one had acknowledged his contribution.
That lack of closure stuck with me.
How to handle it better:
- Schedule a short “thank you” meeting with the team
- Give space for them to share parting thoughts
- Offer genuine appreciation, not just a generic “Good luck.”
Remember, today’s leaver might be tomorrow’s referral source, or even a future rehire.
6. Letting IT Access Linger
One of the biggest security risks in offboarding is forgetting to revoke system access on time.
I have seen cases where former employees still had access to internal files months later.
Not because of malice, simply because no one remembered to remove them from the system.
Risks include:
- Data leaks
- Unauthorized use of company accounts
- Compliance violations in regulated industries
Set a protocol where IT gets notified the moment an exit is confirmed.
Even better, connect your HRIS to your access management tools so accounts close automatically when offboarding starts.
7. Rushing Through Final Payroll
Final pay is not just a paycheck
It is also the last tangible piece of your working relationship.
If it is late, missing benefits payouts, or incorrect, you are not just making an accounting error, you are leaving a bad final impression.
I once worked with a startup that accidentally missed overtime payouts for a departing warehouse team member.
That ex-employee’s LinkedIn post about “getting cheated” reached 200,000 views.
Best practices:
- Double-check all earned but unused leave
- Confirm final payment deadlines under local labor laws
- Provide clear written breakdown of the final amount
8. Forgetting to Retrieve Company Property
It is surprising how often people leave with laptops, access cards, or even company-branded hoodies that never make it back.
Sometimes it is intentional; sometimes they genuinely forget.
To avoid this:
- Keep a pre-exit checklist of all items issued during employment
- Schedule a return date before the last working day
- Have a friendly but firm process for collection
Some companies automate reminders for this step so nothing gets missed.
Small items might feel unimportant, but together, they add up to thousands in costs.
9. Not Informing Clients or External Partners
This one hurts relationships more than you think.
When a client finds out their main point of contact has left — and they hear it from the employee’s LinkedIn update instead of you — it erodes trust.
Avoid this by:
- Sending personalized client emails explaining the transition
- Introducing their new contact in the same message
- Reassuring them that ongoing projects will not be disrupted
Handled well, this step can even strengthen client confidence.
10. Neglecting the Legal Side
Offboarding is not just about handing in badges.
It can involve NDAs, non-compete clauses, and compliance documentation.
Skip these, and you could face legal trouble months down the line.
Have HR, legal, and IT coordinate to ensure all paperwork is complete.
When possible, have digital copies signed and stored, less chance for lost forms and more security in case of disputes.
11. Treating Every Exit the Same
Not all departures are equal
Someone retiring after 20 years needs a different approach than someone leaving after 6 months.
Adjust the process based on tenure, role, and reason for leaving.
For example:
- Retirees may appreciate a celebration
- High-performers moving on might value a LinkedIn recommendation
- Underperformers may need a discreet, minimal process
Personalization here shows respect, and that’s remembered.
12. Ignoring Feedback Patterns
If you are doing exit interviews but never analyzing the results, you are collecting data without purpose.
One HR manager I know had years of interview notes but never spotted the recurring theme: “Lack of growth opportunities.”
By the time she realized, turnover had doubled.
Make exit data part of quarterly HR reviews.
Look for patterns, then present them to leadership with suggested fixes.
13. Forgetting to Disable Auto-Responses
It sounds small, but nothing says “we are sloppy” like an out-of-office email from someone who left six months ago.
Have IT clear email signatures, voicemails, and auto-replies immediately after departure.
Redirect messages to an active team member so clients are not left hanging.
14. Overlooking Social Media and Public Profiles
Some employees still have admin rights on company LinkedIn pages or social media accounts after leaving.
If they post something controversial later, it can create unnecessary drama for your brand.
Checklist for this step:
- Remove admin roles on LinkedIn, Facebook, Instagram, etc.
- Update team pages on your website
- Ensure any public bios reflect the change
15. Not Documenting the Offboarding Process
When processes live only in people’s heads, they fall apart during turnover.
Document every step of offboarding, from the first resignation email to the final follow-up survey.
That way, anyone can pick up the process, even if your HR lead is on leave.
16. Leaving No Room for Goodbyes
Some companies think skipping farewells avoids awkwardness.
In reality, it often leaves both sides feeling incomplete.
Whether it is a casual lunch, a card signed by the team, or a quick call, closure matters.
Even introverted employees tend to appreciate the gesture.
17. Not Asking for Updated Contact Info
Post-exit communication can be important for tax forms, alumni programs, or references.
If you do not collect updated personal emails or phone numbers, you may struggle to reach them later.
Add this step to your checklist before the final day.
18. Mishandling Sensitive Departures
Layoffs, terminations, or conflict-driven exits need extra care.
The wrong words or tone can spark legal disputes or social media backlash.
Train managers on how to communicate in these situations.
Always prepare talking points in advance.
19. Forgetting the Alumni Network
An alumni network is not just for universities.
Former employees can become referral sources, brand advocates, or even boomerang hires.
Create a lightweight alumni group, LinkedIn works well, and invite leavers to join.
It keeps the connection alive without being intrusive.
20. Not Reviewing Security Permissions for Physical Spaces
Remote work has made this easier to forget.
Even if someone rarely came into the office, make sure building access cards and keys are returned.
If you share co-working spaces, update the access list there too.
21. Failing to Measure the Offboarding Experience
What gets measured gets improved
Send a short post-exit survey to understand how the employee perceived the offboarding process.
It is not about winning them back, it is about improving the experience for the next person.
Questions can include:
- Was the process clear and organized?
- Did you feel respected during your departure?
- Would you consider working here again?
When you track this over time, you can spot whether changes are actually making a difference.
