Exit management policy template
A structured framework for managing employee departures professionally. Covers exit interviews, knowledge transfer, property return, system access, final pay and maintaining positive relationships with departing employees.
Exit management policy
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Why you need an exit management policy
How you handle employee departures affects more than just the leaving employee. It impacts team morale, operational continuity, security, and your reputation as an employer. A poor offboarding experience can turn a positive employee into a negative reviewer.
An exit management policy ensures nothing falls through the cracks. It provides a checklist for managers to follow, ensures knowledge is captured before it walks out the door, protects company assets and information, and creates opportunities to learn from departing employees.
Exit interviews, when done well, provide invaluable insights into your workplace culture, management practices, and areas for improvement. A policy ensures these conversations happen consistently and the feedback is used constructively.
Key elements your policy should cover
Essential components of professional exit management
Exit interviews
Gathering feedback from departing employees.
Knowledge transfer
Documenting and handing over work responsibilities.
System access
Revoking access to systems, accounts and premises.
Property return
Returning company equipment and materials.
Final administration
Completing paperwork and records.
Last day procedures
Managing the employee's final day professionally.
What's included in this template
A complete framework for managing employee departures
Purpose & scope
Why exit management matters and who it applies to.
Policy statement
Core principles of professional offboarding.
Resignation acceptance
How resignations are acknowledged and processed.
Exit interview process
When and how exit interviews are conducted.
Knowledge transfer
Requirements for documenting and handing over work.
System and access termination
Process for revoking all access and permissions.
Company property return
What must be returned and by when.
Final pay processing
Timeline and process for final payments.
References
Policy on providing employment references.
Alumni relationships
Maintaining positive relationships after departure.
Common exit management scenarios
How your policy should address typical situations
Key employee departures
When someone with critical knowledge or relationships leaves, knowledge transfer becomes essential. Your policy should include extended handover periods for key roles, documentation requirements for processes only they know, introductions to key clients or stakeholders, and possibly retention of access for questions after departure.
Employees leaving for competitors
When someone joins a competitor, security becomes more important. Review any restraint of trade clauses, consider immediate system access termination, remind them of confidentiality obligations, and be mindful of what they're working on during notice. Your policy should address these sensitivities while remaining professional.
Exit interviews revealing problems
Sometimes exit interviews surface serious issues—bullying, discrimination, or management problems. Your policy should clarify how this information is handled, who sees it, and what actions might be taken. Departing employees are often more candid, so be prepared to act on what you learn.
Employees wanting to return
Good employees sometimes want to come back—the "boomerang" employee phenomenon. Your policy should address how you maintain relationships with valued alumni, whether rehire is possible, and any conditions that apply. A positive exit experience makes return more likely when circumstances change.
Who should use this template?
Any business wanting professional offboarding processes
Legal disclaimer
This template is designed to reflect Australian workplace standards at the time of publication. It is provided as a general guide only and does not constitute legal advice.
Exit procedures should comply with privacy obligations when handling employee information. Restraint of trade clauses must be reasonable to be enforceable. For sensitive departures or legal questions about post-employment obligations, seek independent legal advice.
Regulatory sources
This template is aligned with Australian employment termination requirements.
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Related guides
Learn more about implementing this policy
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Step-by-step guide to running effective performance reviews.
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Fair employee termination covering legal requirements.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.