HR / Free editable template

Employee offboarding process flowchart template

An offboarding process flowchart makes sure nothing is missed when someone leaves, from the resignation letter to the final payslip. This example lays out four teams, the line manager, HR, IT and payroll, across four stages: notice received, the notice period, the last working day and the weeks after leaving.

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Employee offboarding process flowchart example showing manager, hr, it and payroll lanes, four stages from notice to after leaving, equipment checklist and exit questions
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Confirm who hears first

    The first column shows the notification chain from manager to HR, IT and payroll. Name the system or inbox used for each step, because most offboarding gaps start with a team that was never told.

  2. Time access removal carefully

    Agree when accounts are disabled, usually at the end of the last day. Removing access too early disrupts the handover; removing it late leaves a security risk.

  3. Close the loop on pay and records

    Check that payroll knows about holiday owed or overtaken leave before the final pay run. Add your retention rules for personnel records so HR knows what to keep and for how long.

Questions about this template

Can I tailor the equipment checklist?

Yes. The equipment and exit interview prompts are editable, so add or remove items and tick them off as each one is returned or done.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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