How to offboard remote employees

TL;DR: The offboarding journey starts when you know someone is leaving the company. Offboarding comprises several processes and is a crucial part of the employee lifecycle. Providing a well-planned offboarding experience — especially for a remote workforce — is key to improving the organization, increasing future retention, and turning former employees into advocates.

What is offboarding? And how can offboarding be done remotely?


Employee offboarding starts when someone tells (or is told by) their employer that they will leave their job and ends on this person’s last day of work. As with employee onboarding, offboarding involves many steps; some of the most important ones are employee exit surveys and interviews, but that’s not all. Offboarding should allow for a smooth transition and also cover admin topics like equipment collection and data security.

Your company should be as dedicated to providing a good offboarding experience as it does with onboarding. Offboarding is a natural part of running a business, and a well-designed offboarding plan has the potential to:

  • Reveal why people may seek different paths;
  • Uncover friction points;
  • Reduce data security risks;
  • Mitigate legal risks and sustain compliance;
  • Pinpoint opportunities for improvement as an organization and employer.

And by leveraging this information, you can upgrade the employee experience, reduce staff turnover, and turn former employees into company advocates — all of which is great for your business. According to a 2019 Cornell University, 15% of new hires come from referrals by previous employees and from rehiring alumni. And you can’t make the most of that unless you wrap the entire employee lifecycle with care right through to their last day (and beyond).

As many companies are adapting to the shift to remote or hybrid, the chances are, you’ll probably have to adapt to running all (or at least part of) your offboarding processes remotely. The good news is that this is absolutely possible. Keep reading this playbook to find out how.


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Wann Sie dieses Playbook verwenden sollten

When to use this playbook

We recommend this playbook to any People Ops leader looking to implement and optimize remote offboarding processes in their organizations.

CEOs and managers can also benefit from the information shared in this playbook. Although we mostly think of offboarding as an HR/People Ops function, a successful experience highly depends on management’s involvement and commitment.

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Was Sie für dieses Playbook benötigen

What you’ll need for this playbook

A system for running surveys

Exit surveys should be a fundamental part of your offboarding process (learn how to run them here). 

A system for conducting structured interviews

Employee exit interviews are an offboarding practice leveraged by few companies (learn how to conduct them here). Consider setting up a system to run your company’s interviews and conducting well-structured exit interviews.

Hints & tips

Hinweise & Tipps
  • Celebrate your staff’s contributions to the company by sending out public praise via a platform like Leapsome (which integrates with Slack) on their last day at the company. It feels nice to be seen and recognized!
  • There’s no need to vanish from your former employee’s life just because they left the company. Check in with them now and then. Better yet, create an alumni group and/or sharing company updates with your alumni.
  • Running regular pulse surveys and engagement surveys to gather employee feedback throughout the employment lifecycle can prevent turnover in the first place.
  • Your offboarding process might uncover uncomfortable truths. Be open to all the information collected in exit surveys and interviews.

    Don’t forget that the goal is to better your company and provide current and future employees with a better experience — which will likely increase retention.
  • It’s a good idea to compare aggregate data from exit surveys and exit interviews with employee engagement survey results.

    Discrepancies may hint that your people don’t feel comfortable enough to give sincere answers while still employed by the company.
  • If the task handover process shows you that your company isn’t doing so well at ongoing knowledge transfer, you need to work on more profound changes in this organization.

    Create more processes for documentation and encourage your staff to share learnings with one another.
  • Don’t cancel 1:1s between manager and departing employee during the offboarding process.

    Make sure these meetings are happening on a weekly basis. They should be informal check-ins in which managers can gather insights into how to make the offboarding process smoother.
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Frequently asked questions

What is company culture?

Company culture is about the way things are done in your organization, but many people don’t take the time to reflect on it. Diving into your company’s story and vision is a great exercise to understand, develop, and align culture and processes, externally communicating a more cohesive idea of your brand.

Your culture is a holistic concept and includes how you motivate employees, compensation, career development, office model (e.g., remote-only? remote-first? hybrid?), team structure, decision-making processes, and more. And it should guide your remote onboarding journey. 

For example, are you a “people-first” company? Way to go! But how will you communicate this throughout your processes?

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