Sir Richard Sutton Limited

Leaver Form V3

A SharePoint-friendly offboarding form for employee details, last working day, manager approval, IT account closure, asset returns, payroll and HR checklist, PDF generation, digital signatures and workflow notes.

7 sections
Complete checklist

Digital signatures
Manager, HR and IT

PDF ready
Print / Save as PDF

SharePoint ready
Single HTML file

Employee details

Record the leaver’s key details and final working date.

Employee full name Job title Department / Site Employee number Work email Personal forwarding email Line manager Leaving reason Last working day Account closure date / time Notice received date Final pay month Notes / handover summary

IT account closure checklist

Track all IT, access and system offboarding activities.

Disable Microsoft 365 accountBlock sign-in, revoke sessions and confirm licence handling.

Email forwarding / mailbox handlingSet forwarding, shared mailbox conversion or auto-reply if approved.

Remove SharePoint and Teams accessRemove from SharePoint sites, Microsoft Teams and M365 groups.

Remove software accessRemove access to business apps, finance, PMS, HR, rota, payroll and supplier platforms.

Remove hotel system accessPMS, EPOS, door access, booking engines, guest systems and related platforms.

Remove VPN, Wi-Fi and remote accessDisable VPN, remote desktop, device management and Wi-Fi profiles where applicable.

Cancel building / key card accessDeactivate door passes, fobs, keys and alarm codes.

IT notes

Asset return checklist

Record company equipment and physical access items returned by the leaver.

Asset	Asset ID / Serial	Condition	Returned?	Notes

Laptop / desktop returnedConfirm charger, bag and accessories.

Mobile phone returnedConfirm SIM, charger and wipe status.

Keys, fobs and ID badge returnedConfirm access items have been handed back.

Payroll / HR checklist

Confirm all HR, payroll and compliance actions are complete.

HR record updatedLeaver status, leaving date, reason and documents recorded.

Final pay calculatedSalary, overtime, deductions, bonus/commission and adjustments.

Holiday balance reviewedOutstanding entitlement or overused holiday confirmed.

P45 / statutory documents arrangedPayroll documents prepared and issued where applicable.

Benefits and pension reviewedNotify pension provider and close benefits if required.

Exit interview completedOptional exit interview or leaver feedback recorded.

HR contact Payroll contact Payroll / HR notes

Approvals and digital signatures

Capture line manager, HR and IT confirmation. Signatures are stored in this browser session and included when printing/saving as PDF.

Line manager name Approval date

Line manager signature

Draw signature above

HR approver name Approval date

HR signature

Draw signature above

IT approver name Approval date

IT signature

Draw signature above

SharePoint submission workflow

Use this section to align the form with a SharePoint document library, Microsoft List or Power Automate workflow.

Suggested SharePoint process: Upload this HTML file to a SharePoint Site Assets or Documents library, add a page link/button to it, and ask managers to complete the form then use Print / Save PDF. The generated PDF can be uploaded to a Leavers document library or attached to a Microsoft List item.

SharePoint site / library Microsoft List item ID Power Automate flow name Submission status Workflow notes

This standalone HTML file cannot directly write to SharePoint without a configured SharePoint list, Power Automate endpoint, or SPFx integration. It is ready for manual PDF upload now and can be connected to automation later.

Review and submission

Review completion and generate the printable PDF copy.

Employee: not entered
Leaver details

Last day: not entered
Leaving date

Checklist: 0 / 0
Checked items

Final comments

Leaver Form V3 · SRSL IT Team · Standalone SharePoint-friendly HTML · Data remains in this browser unless exported or printed.