checklist template · Free download
IT Offboarding Checklist
An IT offboarding checklist for revoking access, reclaiming equipment and licenses, and handing off data across every connected system when an employee leaves.
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What you get
- A system-by-system access revocation checklist (SSO, VPN, connected apps)
- Equipment return and device wipe/reassignment steps
- A license-reclamation table so seats don't keep getting billed
- Email, file, and channel handoff steps that preserve business continuity
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Departure & IT details
- Employee name
- Role / department
- Last working day
- IT owner
Identity & account deactivation
Deactivate rather than delete first — you may need the mailbox or files for a short retention window.
- Disable the SSO / identity-provider account so downstream apps lose access immediately
- Revoke VPN and zero-trust remote access
- Force sign-out of all active sessions on every device
- Remove from all security groups and distribution lists
Connected apps & SaaS access
SSO deactivation blocks most tools, but check for accounts created outside SSO too.
- Review the full app list tied to the account and confirm each one lost access
- Remove from Slack/Teams and any shared or client-facing channels
- Revoke access to code repositories, ticketing, and CRM systems
- Remove from shared drives, wikis, and project management tools
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How to use this template
- 1
Pull the access list
Start from the person's access register (see the onboarding provisioning checklist) so you know exactly what to revoke.
- 2
Time the shutdown
Schedule account deactivation and equipment recovery for the last working day, coordinated with HR's offboarding checklist.
- 3
Work system by system
Go through identity, email, apps, and devices in order rather than relying on memory — each has its own revocation step.
- 4
Log what's reclaimed
Record every returned device and reclaimed license in the tables so finance and security can confirm nothing was missed.
Frequently asked questions
What's the difference between this and the general employee offboarding checklist?
The employee offboarding checklist covers the full departure — final pay, exit interview, knowledge transfer. This one is scoped to the IT side: every system, account, device, and license that needs to be revoked, wiped, or reassigned.
In what order should access be revoked?
Start with identity/SSO since it cascades to most connected apps, then handle VPN and remote access, then work through any accounts created outside SSO. Equipment collection and license reclamation can follow once access is secured.
How do we avoid paying for licenses after someone leaves?
Keep a license reclamation table (as above) and review it at every offboarding, not just periodically. Unassigned seats that never get cancelled are a common and avoidable source of SaaS overspend.