When a staff member leaves the law office, it’s important to ensure a smooth and secure transition. This checklist will help you cover all the necessary steps for offboarding a departing staff member, whether they are leaving voluntarily or due to termination.
1. Documentation and Communication
- Collect Resignation Letter or Termination Notice
Ensure that the resignation letter or termination notice is in writing and included in the employee’s file. - Schedule Exit Interview
Arrange a meeting to discuss the staffer’s experience at the firm and gather feedback for potential improvements. Record any insights for HR purposes. - Notify Relevant Parties
Communicate the staff member’s departure to the following:- HR Department
- IT Department
- Payroll/Accounting
- Team members and relevant attorneys
- Clients (if applicable)
- Inform Clients (if applicable)
If the staffer had direct client contact, draft a communication plan to inform clients of their departure and introduce their replacement or interim contact.
2. IT and Data Security
- Deactivate System Access
Immediately revoke access to:- Email account
- Case management software (e.g., Clio, MyCase)
- Billing and timekeeping systems
- Legal research platforms (e.g., Westlaw, LexisNexis)
- Office network and shared drives
- Change Passwords
Change passwords for any shared systems, applications, or devices the employee had access to. - Recover Devices and Equipment
Collect:- Office-issued laptop/desktop
- Mobile phone (if applicable)
- ID badges, keycards, or access keys
- External hard drives, USB devices, and other storage media
- Office supplies, including manuals, books, and legal resources
- Secure Confidential Data
Confirm that any client or case-related files have been transferred or secured properly. Ensure no sensitive data remains on personal devices or in personal email accounts.
3. Financial and Payroll
- Final Paycheck
Ensure the departing staff member receives their final paycheck, including any unpaid time off, bonuses, or commission owed. Confirm the timeline for receipt with payroll. - Address Benefits and Retirement Accounts
Provide details on:- Health insurance continuation (COBRA, if applicable)
- Retirement plan rollover or disbursement options
- Final benefits status (e.g., vacation time, sick leave)
4. Knowledge Transfer
- Transition Ongoing Projects or Cases
- Ensure all ongoing cases, projects, or tasks are properly documented.
- Facilitate a handover meeting with the replacement or another team member to transfer knowledge.
- Set expectations with clients regarding who will handle their case moving forward.
- Retrieve Client and Case Files
Collect any hardcopy or digital files in the staffer’s possession. Ensure that all files are properly archived or reassigned.
5. Physical Office Space
- Collect Office Keys/Access Cards
Ensure the staff member returns any office keys, parking passes, or building access cards. - Clean Out Workspace
Arrange for the employee to clear out their desk and personal items, or if necessary, pack and ship their belongings to them.
6. Legal Compliance
- Non-Compete and Confidentiality Agreements
Remind the departing staffer of any non-compete clauses, confidentiality agreements, or other legal obligations they are bound by. - Confirm Address for Final Paperwork
Verify the staff member’s preferred mailing address for final tax forms (e.g., W-2) and any remaining paperwork.
7. Exit Interview (Optional but Recommended)
- Conduct an Exit Interview
Ask the staff member about their experience, reasons for leaving, and suggestions for improving the work environment. Document this feedback for HR and management.
By following this checklist, you can ensure that the departure process is smooth and that the law office remains secure and operational. Proper offboarding not only protects the firm but also leaves the door open for a positive relationship with the departing staff member.