Offboarding checklist: close access and hand over work

The last day is easy to plan. The week after is where things slip: a laptop never returned, a shared drive still open, an email going nowhere. I want every step to have a tick. This offboarding checklist gives each leaver one response with all of them.

Things and access. Laptop and equipment, access card or keys, and a pick-all list of accounts to close. This is where a leaver's open doors hide.

Work and people. Handover status, files moved, what happens to their email and whether the team has been told.

Money and records. Final expenses cleared, payroll informed and the exit interview done or declined.

Who fills it and who reads it

A manager or IT lead fills in one response per leaver. HR and IT read the rows as CSV or JSON. Their AI might ask: "What is the last day?" Then "Has the laptop come back?" Then "Which accounts are still open?" It shows the answers and sends only after a yes. See agent-fillable forms.

A tip

Fill it in twice: when notice arrives, and on the last day. Keep the newest row per person, then filter for unticked boxes. In a small team it works as an employee offboarding form. Its mirror image is the new hire checklist. Clear final driving claims with a mileage reimbursement form. Find more in forms for HR and recruiting and forms for IT and operations.

Questions

Who should fill the checklist in?

The manager or the IT lead, one response per leaver. They can hand the form to their own AI, which asks about each item and shows the full list before sending.

Can the form close accounts for me?

No. It records what has been done. You close the accounts yourself in each tool, then tick the box so nobody has to wonder later.

How do I check that no step was missed?

Download the CSV and filter for blank or unticked boxes. A row with an unreturned laptop or open accounts after the last day is your to-do list.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Checklist for someone who is leaving",
  "description": "One response for each person who is leaving. Tick what is done and note what is still open.",
  "fields": [
    {
      "id": "leaver_name",
      "label": "Name of the person leaving",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "last_day",
      "label": "Their last working day",
      "type": "date",
      "required": true
    },
    {
      "id": "line_manager",
      "label": "Their manager",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "laptop_returned",
      "label": "Laptop and equipment returned",
      "type": "checkbox"
    },
    {
      "id": "keys_returned",
      "label": "Access card and keys returned",
      "type": "checkbox"
    },
    {
      "id": "accounts_to_close",
      "label": "Which accounts still need closing?",
      "type": "multi_choice",
      "options": [
        "Email",
        "Chat",
        "Shared drive",
        "CRM",
        "Code repository",
        "Finance tools",
        "Calendar sharing"
      ]
    },
    {
      "id": "handover_status",
      "label": "Handover of their work",
      "type": "single_choice",
      "options": [
        "Done",
        "In progress",
        "Not started"
      ]
    },
    {
      "id": "files_moved",
      "label": "Their files are moved to a shared place",
      "type": "checkbox"
    },
    {
      "id": "mailbox_plan",
      "label": "What happens to their email?",
      "type": "single_choice",
      "options": [
        "Forward to their manager",
        "Auto-reply with a new contact",
        "Close the mailbox"
      ]
    },
    {
      "id": "team_told",
      "label": "The team has been told",
      "type": "checkbox"
    },
    {
      "id": "final_expenses_cleared",
      "label": "Final expense claims are cleared",
      "type": "checkbox"
    },
    {
      "id": "payroll_informed",
      "label": "Payroll has been informed",
      "type": "checkbox"
    },
    {
      "id": "exit_interview_status",
      "label": "Exit interview",
      "type": "single_choice",
      "options": [
        "Done",
        "Booked",
        "Declined",
        "Not offered"
      ]
    },
    {
      "id": "open_items",
      "label": "What is still open?",
      "type": "long_text",
      "max_length": 1500
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Checklist for someone who is leaving","description":"One response for each person who is leaving. Tick what is done and note what is still open.","fields":[{"id":"leaver_name","label":"Name of the person leaving","type":"short_text","required":true,"max_length":150},{"id":"last_day","label":"Their last working day","type":"date","required":true},{"id":"line_manager","label":"Their manager","type":"short_text","max_length":150},{"id":"laptop_returned","label":"Laptop and equipment returned","type":"checkbox"},{"id":"keys_returned","label":"Access card and keys returned","type":"checkbox"},{"id":"accounts_to_close","label":"Which accounts still need closing?","type":"multi_choice","options":["Email","Chat","Shared drive","CRM","Code repository","Finance tools","Calendar sharing"]},{"id":"handover_status","label":"Handover of their work","type":"single_choice","options":["Done","In progress","Not started"]},{"id":"files_moved","label":"Their files are moved to a shared place","type":"checkbox"},{"id":"mailbox_plan","label":"What happens to their email?","type":"single_choice","options":["Forward to their manager","Auto-reply with a new contact","Close the mailbox"]},{"id":"team_told","label":"The team has been told","type":"checkbox"},{"id":"final_expenses_cleared","label":"Final expense claims are cleared","type":"checkbox"},{"id":"payroll_informed","label":"Payroll has been informed","type":"checkbox"},{"id":"exit_interview_status","label":"Exit interview","type":"single_choice","options":["Done","Booked","Declined","Not offered"]},{"id":"open_items","label":"What is still open?","type":"long_text","max_length":1500}]}'

JSON definition

json

{
  "title": "Checklist for someone who is leaving",
  "description": "One response for each person who is leaving. Tick what is done and note what is still open.",
  "fields": [
    {
      "id": "leaver_name",
      "label": "Name of the person leaving",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "last_day",
      "label": "Their last working day",
      "type": "date",
      "required": true
    },
    {
      "id": "line_manager",
      "label": "Their manager",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "laptop_returned",
      "label": "Laptop and equipment returned",
      "type": "checkbox"
    },
    {
      "id": "keys_returned",
      "label": "Access card and keys returned",
      "type": "checkbox"
    },
    {
      "id": "accounts_to_close",
      "label": "Which accounts still need closing?",
      "type": "multi_choice",
      "options": [
        "Email",
        "Chat",
        "Shared drive",
        "CRM",
        "Code repository",
        "Finance tools",
        "Calendar sharing"
      ]
    },
    {
      "id": "handover_status",
      "label": "Handover of their work",
      "type": "single_choice",
      "options": [
        "Done",
        "In progress",
        "Not started"
      ]
    },
    {
      "id": "files_moved",
      "label": "Their files are moved to a shared place",
      "type": "checkbox"
    },
    {
      "id": "mailbox_plan",
      "label": "What happens to their email?",
      "type": "single_choice",
      "options": [
        "Forward to their manager",
        "Auto-reply with a new contact",
        "Close the mailbox"
      ]
    },
    {
      "id": "team_told",
      "label": "The team has been told",
      "type": "checkbox"
    },
    {
      "id": "final_expenses_cleared",
      "label": "Final expense claims are cleared",
      "type": "checkbox"
    },
    {
      "id": "payroll_informed",
      "label": "Payroll has been informed",
      "type": "checkbox"
    },
    {
      "id": "exit_interview_status",
      "label": "Exit interview",
      "type": "single_choice",
      "options": [
        "Done",
        "Booked",
        "Declined",
        "Not offered"
      ]
    },
    {
      "id": "open_items",
      "label": "What is still open?",
      "type": "long_text",
      "max_length": 1500
    }
  ]
}

Offboarding checklist for employees who are leaving