Employee Termination: Offboarding Request

When an employee leaves your organization, we ask that an offboarding request be submitted as soon as possible — ideally before or on the employee's last day. Prompt requests protect company data, prevent unauthorized access to email and business systems, and stop you from paying for licenses no one is using.

Submitting the request early gives our team time to preserve the email and files you want to keep, set up an automatic reply, give access to the right person, and remove the employee's access at the right moment.

How to Submit an Offboarding Request

1. Visit https://theitexperience.com/support-request.html?type=termination — the form opens with Employee Departure already selected
2. Complete all required fields on the departure form (see below)
3. Click Continue and enter your own contact information
4. Click Submit Request

Required Information

The following information is required on the departure form. Please have these details ready before starting:

• First Name and Last Name of the departing employee
• Employee Email — the company email address assigned to the employee (e.g., [email protected])
• Termination Date — the employee's last day of employment
• Retain Hosted Resources? — select Yes or No (see below)

If you select Yes, the form asks three more questions:

• Resources to Retain — what should be kept, such as email, OneDrive, or Adobe
• Add Automated Email Reply? — if Yes, enter the Auto Reply Message Content
• Does anyone need access to this employee's resources? — if Yes, use Resource Access Notes to tell us who needs access and for how long

Other Information is optional. Use it for anything else we should know (see below).

Retaining Email, OneDrive, and Other Data

Retain Hosted Resources? is the most important question on the form. It tells us what to do with the employee's cloud accounts, such as Microsoft 365, OneDrive, Dropbox, and Adobe.

• No — all of the employee's data, licenses, and access are deleted. Deleted accounts can only be recovered for a short time (typically 30 days for Microsoft 365).
• Yes — we preserve what you list under Resources to Retain before the account is removed

If there is any chance you will need the employee's email or files, select Yes. Please be specific about what to keep and what should happen to it, for example:

• Email — convert the mailbox to a shared mailbox, forward new mail to another person, or export it to a PST file
• OneDrive — move the files to another user (typically the manager) or export a copy
• Files saved on the computer — anything stored only on the employee's device that should be copied before it is wiped or reassigned
• Teams and SharePoint — chats, channel files, or sites the employee owns that need a new owner
• Other applications — Adobe Creative Cloud, Dropbox, QuickBooks Online, or other services with files or licenses you want to keep

Automatic Replies and Access for Others

These two questions appear when you choose to retain hosted resources.

Add Automated Email Reply? If customers or vendors may keep emailing the departing employee, select Yes and enter the exact message senders should receive. For example:

Thank you for your email. Jane Doe is no longer with Acme Corp. For assistance, please contact John Smith at [email protected].

Does anyone need access to this employee's resources? If a manager or co-worker needs the employee's mailbox, OneDrive, or other data, select Yes and use Resource Access Notes to tell us:

• Who needs access (name and email address)
• What they need (the mailbox, OneDrive, specific folders, or applications)
• How long they need it (for example, 30 days, 90 days, or ongoing)

Computers, Devices, and Other Accounts

Use Other Information for anything the form doesn't ask about directly. Common items to include:

• Company computer — where it is now, and whether it will be returned, reassigned to another employee, or wiped
• Phones and tablets — company-owned devices, or personal phones with company email or apps
• Timing — if access must be removed at a specific time, such as during an exit meeting
• Applications and outside accounts — accounting software, CRM, vendor portals, or other logins we may not manage
• Shared logins — any shared accounts or passwords the employee knew, so they can be changed
• Network shares — folders the employee owned or managed that should be handed to someone else

What Happens Next

Once submitted, our technicians begin the de-provisioning process as soon as possible. Most requests are completed the same business day. Our team will:

1. Disable the employee's Microsoft 365 sign-in, reset the password, and sign them out of active sessions
2. Preserve the email, files, and other resources you asked us to keep
3. Set up the automatic reply and give access to the people you named
4. Remove access to VPN and remote access, network shares, applications, and mobile devices
5. Reclaim licenses that are no longer needed, so you stop being billed for them
6. Remove any accounts you did not ask us to keep, and update your ticket when offboarding is complete

For a full list of what gets removed and how data retention works, see Employee Termination: What Gets De-provisioned and How Data Retention Works. If you have questions about an open offboarding request, please respond to the ticket confirmation email or submit a follow-up support request.