Exit Interview & Offboarding Checklist – HR Offboarding, Handover & Excel | Word/PDF

Exit Interview & HR Offboarding Checklist – a comprehensive document package for employers who need to plan the practical conclusion of employment, conduct an exit interview, hand over work tasks, receive equipment, and follow up to ensure that IT permissions have actually been revoked. The templates are based on the Swedish labor law and data protection law context and help you coordinate the manager, HR, payroll, and IT. They do not replace a notice of termination or a separation agreement.

All Included Templates

Excel Register for HR Offboarding – Nine Tabs

Overview, Employees, Checkpoints, Handover, Equipment, Permissions, Follow-up, Sources, and Read Me. Excel counts registered employees, open checkpoints, unverified handovers, equipment missing a receipt, permissions not yet checked, and open follow-up items.

A checkpoint with the status Done is not automatically verified: the responsible person as well as the completion and verification dates must also be documented. The register files are intended for administrative IDs and factual actions – not for sensitive interview answers, passwords, or private health information.

How the Offboarding Process Is Carried Out

1. Check that the grounds for the termination of employment, the last day of employment, and any collective agreement have been investigated separately and correctly.
2. Appoint the responsible manager and contact points for HR, payroll, IT, and permissions.
3. Plan the handover, responsibility for ongoing cases, and final deliveries.
4. Conduct a voluntary and professional exit interview if relevant.
5. Physically acknowledge returned equipment; document any discrepancies factually.
6. Terminate and check system permissions, and handle email and personal data according to internal data protection routines.
7. Verify open items in Excel and document responsibility for remaining questions.

Legally Important When Terminating Employment

According to Verksamt.se's guidance, the employer needs to check which notice period applies, the form of employment, any collective agreement, and the right to holiday pay. An employment certificate may need to be issued upon request through the regular process. These issues require separate consideration; the package is not a notice of termination, separation agreement, or automatic final salary calculation.

A return receipt for the employer's property does not in itself entitle the employer to a salary deduction or set-off. Special restrictions may also apply to advance holiday; see Verksamt.se on advance holiday. The employer must handle such issues through a separate, correct process.

Data Protection, Exit Interview, and Former Employees

According to IMY's guidance, personal data about former employees may only be stored as long as it is necessary and justifiable. Other rules may require the retention of certain data for purposes such as payroll, accounting, and disputes. Limit access and document the purpose and deletion according to IMY's basic data protection principles.

Notes from an exit interview are not automatically anonymous. Avoid unnecessary information about health, personal conflicts, and other sensitive circumstances. Routines for closing email accounts and checking work computers or mobile phones must also follow data protection requirements – see IMY's guidance on work equipment.

Frequently Asked Questions

Is it mandatory to conduct an exit interview?

There is no general requirement that every employment must end with an exit interview. The interview is a voluntary organizational tool and must be handled correctly from a data protection perspective.

Can the offboarding checklist be used as a notice of termination?

No. The checklist documents practical work tasks after the termination of employment has been established in the correct order.

Does a signed equipment receipt give the right to deduct money from the final salary?

No, not automatically. Any claims for compensation and set-offs must be assessed against special rules, agreements, and actual circumstances.

How do I know that IT permissions have actually been revoked?

The IT manager documents the action and checks the result. Excel distinguishes between a request to terminate and a verified termination.

How long should former employees' data be stored?

It depends on the purpose, legal basis, and any retention requirements. There is no single general retention period for all HR data.

Can the package be used together with IT offboarding?

Yes. These templates cover HR's overall process and can be coordinated with a separate technical permission revocation.

Are surveys and guides in English included?

The work documents are in Swedish. A separate English-language user guide is included.

Related Document Packages

Complement with IT offboarding and permission revocation, onboarding plan for new employees, employee handbook and HR policy, and more templates in HR and labor law.

Version 1.0 · Source control October 23, 2026 · Swedish law · 15 digital customer files in ZIP.