# Employee IT Offboarding and Access Removal Form Template

> Source: https://netray.co/tools/employee-it-offboarding-access-removal-form-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A leaver form that covers directory, ERP and MES roles, shared accounts, remote access and equipment so no access is left behind.

## Category

compliance-legal

## Industry

Discrete Manufacturing

## Audience

- IT manager
- HR
- ERP administrator

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Employee name

**Key:** employee

**Type:** text

**Default:** Carlos Mendez

#### Employee ID

**Key:** emp_id

**Type:** text

**Default:** E-20418

#### Department

**Key:** dept

**Type:** text

**Default:** Production Planning

#### Manager

**Key:** manager

**Type:** text

**Default:** Janet Brooks

#### Last working day

**Key:** last_day

**Type:** date

**Default:** 2026-11-13

#### Reason

**Key:** reason

**Type:** select

**Options:**

- Resignation
- Termination
- Contract end
- Transfer
- Retirement

**Default:** Resignation

#### ERP and MES roles held

**Key:** erp_roles

**Type:** textarea

**Default:** ERP planner role, purchasing approval up to 10,000, MES supervisor view

#### Shared accounts or credentials to rotate

**Key:** shared

**Type:** textarea

**Default:** Supplier portal login, shared planning mailbox

#### Equipment to return

**Key:** equipment

**Type:** textarea

**Default:** Laptop, docking station, phone, badge, token

#### Mailbox and data handling

**Key:** mailbox

**Type:** select

**Options:**

- Forward to manager for 30 days
- Convert to shared mailbox
- Archive and delete after retention
- Legal hold

**Default:** Forward to manager for 30 days

**Blocks:**

#### Employee IT Offboarding Form

**Body:** Employee: {{employee}} ({{emp_id}})
Department: {{dept}}
Manager: {{manager}}
Last working day: {{last_day}}
Reason: {{reason}}

#### ERP, MES and Application Access

**Body:** Roles held: {{erp_roles}}

Remove or reassign open approvals, workflows and scheduled jobs owned by this user before disabling the account.

#### Shared Credentials

**Body:** {{shared}}

#### Equipment

**Body:** {{equipment}}

#### Mailbox and Data

**Body:** {{mailbox}}

#### Removal Checklist

**Table:**

**Columns:**

- Item
- Completed by
- Date
- Notes

**Rows:**

**0:** Directory account disabled

**0:** ERP user locked and roles removed

**0:** MES and shop floor logins removed

**0:** VPN and remote access removed

**0:** MFA tokens and certificates revoked

**0:** Badge and physical access disabled

**0:** Shared passwords rotated

**0:** Equipment received and wiped

#### Approvals

**Signatures:**

- Manager
- HR
- IT
- ERP administrator

**Notes:** Starting point, not legal advice. Retention, legal hold and employee data rules differ by country and contract; have HR and legal confirm your handling of mailboxes and personal data.

## Content

**Intro:** Leavers keep access far longer than anyone intends, especially in ERP, MES and shared accounts. This form makes removal a signed checklist that covers the systems people forget.

**Sections:**

#### How to use the form

**Body:** HR or the manager completes the top section as soon as the last day is known. IT then works through the removal checklist and records who did each step and when. Export the finished form to PDF for the personnel or audit file. For same-day terminations, disable the directory and remote access first, then complete the rest.

#### Systems that are often missed

**Body:** Directory accounts are usually handled, but ERP users, shop floor logins, supplier portals, EDI accounts, shared mailboxes and tools bought by departments are not. In ERP, locking a user is different from deleting it, because history and audit trails reference the user. Reassign open approvals, scheduled reports and workflow steps before locking.

**Bullets:**

- Lock, do not delete, ERP users that appear in history
- Rotate shared passwords and API keys the person knew
- Remove vendor portal and VPN access
- Revoke certificates and hardware tokens

#### Controls and audit

**Body:** Timely removal is a standard control under frameworks such as ISO 27001, SOC 2 and customer security questionnaires. Auditors usually sample leavers and compare termination dates with deactivation timestamps. Keep the signed form or ticket and be able to show elapsed time between the last day and removal. Pair this with periodic user access reviews to catch misses.

#### Common mistakes

**Body:** Frequent gaps include contractors and temps without HR records, role changes treated as transfers with old access retained, and access removed only on the hardware side. Also remember equipment: a laptop returned but not wiped, or a phone with ERP mail still connected, is still exposure.

**Cta:** Netray can discuss how read-only checks across ERP user tables and directory exports could flag leavers who still have active access.

**Faq:**

#### When should access be removed?

**Answer:** Remove access at the end of the last working day, or immediately for involuntary terminations. Planned departures can have access reduced earlier if the person no longer needs it. Document the time of removal for audit.

#### Should ERP users be deleted?

**Answer:** Usually no. Lock or deactivate them so transaction history, approvals and audit trails keep a valid user reference. Remove roles, reassign workflows and keep the record according to your retention policy.

#### What about contractors and temps?

**Answer:** Use the same form, and set an end date at onboarding so access expires automatically. Contractors often sit outside HR systems, so the sponsoring manager must trigger offboarding.

#### How do I handle the mailbox?

**Answer:** Choose a handling option with HR and legal: forward to a manager for a limited period, convert to a shared mailbox, or archive then delete after retention. Legal hold overrides deletion. Document the choice on the form.

## Search terms

IT offboarding checklist template, employee termination access removal form, leaver form IT, user deprovisioning template, offboarding form pdf, ERP user deactivation form, access revocation form, employee exit IT checklist

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