Free Staff-Leaver IT Checklist: Access, Accounts and Handover

When someone leaves, their work still needs an owner. This free staff-leaver IT pack helps you coordinate access removal, preserve required business records and hand over files, accounts and equipment.

Download the free staff-leaver IT pack

No email address or registration required. Save a separate copy for each departure and keep the completed file in a restricted company location.

Download the one-page guide (PDF)

What is included?

• A 20-task checklist covering planning, the access cut-off, handover and review.
• Editable owners, due dates, status, next actions and completion evidence.
• A fictional example showing a handover with a future retention review still assigned.
• Instructions for adapting the checklist to your business and its systems.

Agree when access stops

The authorised manager should confirm the cut-off date, time and time zone. List the systems the person uses, including email, shared files, CRM, AI tools, supplier portals, remote access and business social accounts. Agree who takes over their work. For an urgent departure, coordinate access blocking immediately with the manager rather than waiting for every planning task to be complete.

Block access and check the result

An authorised administrator should block work sign-in, revoke sessions and check separate applications. Some services have independent accounts or active sessions that need their own action. Review privileged access, shared credentials and company recovery methods. Record the checks and any remaining exceptions.

Keep the work before deleting the account

Blocking access and deleting an account are separate decisions. Agree which records must be retained, who may access them and when retention should be reviewed. Check current licence requirements and system dependencies before removing licences or deleting data.

Transfer approved files, cases and automated tasks to their new owners. Replacement staff should use their own authorised accounts. Do not share the departed person’s password or routinely wipe a personal device.

Record what is still outstanding

Collect equipment and record anything missing. Test that replacement staff can open the required files and carry on the work. Give every outstanding action an owner, next step and due date. The workbook’s completed-task count is a progress aid, not a substitute for manager review.

The fictional example deliberately leaves the retention review marked Waiting. Its review date is an example, not a recommended retention period for your business.

For Microsoft 365, consult Microsoft’s current guidance on removing a former employee. Use the equivalent current guidance for other systems.

Taking someone on as well?

Use our free new-starter IT pack to organise equipment, accounts and first-day checks.

Need help with a staff change?

hostme.ie can help with business accounts, access and IT handovers. Tell us which systems are involved and the timing required. Keep confidential employee details out of your first enquiry.

Ask about a staff handover on WhatsApp – 089 960 2794 or explore business IT support.

Resource version 1.0 | September 2026. The workbook example is fictional. This is an IT coordination checklist; the authorised manager controls employment decisions and timing.