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Manager Checklist: Supporting a Team Member’s Retirement
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Use this guide to complete the handover, final-day logistics, systems updates, and return-of-property steps smoothly and on time.
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A retirement is an important transition for the employee, the team, and the business. Please coordinate early with HR, IT, Facilities, Payroll, and the employee so the final weeks are well planned and respectful.
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Key manager responsibilities
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- Confirm the retirement date with HR
- Align with HR and the employee on communication timing
- Agree the transition plan and target handover dates
- Identify critical responsibilities, stakeholders, files, systems, and deadlines
- Schedule regular check-ins before the final day
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- Document active projects, current status, next steps, and deadlines
- Capture key contacts, recurring meetings, and decision points
- Transfer ownership of shared inboxes, folders, systems, approvals, and vendor relationships
- Ensure process notes are stored in approved shared locations
- Handle passwords through approved tools only
- Complete knowledge-transfer sessions and record any open questions
- Assign interim or permanent owners for each responsibility
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- Agree with HR and the employee how the retirement will be announced
- Notify internal stakeholders at the right time
- Update team distribution lists, org charts, calendars, and coverage plans
- Plan any recognition message or farewell moment in line with company practice
- Keep communications respectful, factual, and aligned with the employee’s preferences
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- Confirm the final working day schedule with the employee
- Remind the employee to submit final timesheets, expenses, and outstanding approvals
- Arrange a farewell or recognition moment if appropriate
- Confirm access end timing with HR and IT
- Direct benefits, pension, and retirement follow-up questions to HR rather than giving manager advice
- Make sure urgent business items are closed or reassigned before the employee leaves
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Equipment and property return
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- Confirm what must be returned: laptop, phone, badge, keys, credit card, documents, uniforms, tools, parking pass, and remote-work equipment
- Confirm the return method, shipping label, courier instructions, or drop-off location
- Remind the employee to return company documents and remove personal items from work equipment
- Inspect for missing or damaged items where required by policy
- Notify IT and Facilities once items have been returned
- Escalate any missing equipment to HR promptly
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Systems, access, and records
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- Ensure ownership transfer is complete before access ends
- Confirm shared files are stored in approved locations
- Request removal from systems, groups, shared mailboxes, and recurring meetings
- Retain business records according to policy
- Do not keep personal copies of employee data
- Confirm any open access or record questions with HR or IT
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- Check that handover owners are progressing against agreed actions
- Update clients or stakeholders if needed
- Monitor workload impact and team capacity
- Raise any coverage, knowledge, or resourcing gaps with HR
- Direct final payroll, benefits, and documentation questions to HR
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Questions? Contact HR before the employee’s final week.
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Start this checklist as soon as a retirement date is confirmed. Early coordination helps protect continuity, support the employee, and avoid last-minute access or equipment issues.
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