An employee departure can involve sign-in access, devices, email, files, and business applications. Coordinate the request with an authorized manager or business owner so changes happen at the right time and information is preserved appropriately.
Specify the timing and scope
- The person’s name, work account, and device identifiers.
- The exact effective date, time, and time zone.
- The person authorized to approve the changes.
- Every relevant application, shared mailbox, group, and remote-access service.
For an immediate access concern, clearly state that urgency and use your agreed support contact method. Do not rely on a routine future-dated ticket alone for an urgent security event.
Plan email and file continuity
Identify which business information must be retained, who should receive approved access, and how customer enquiries should be handled. Mailbox access, forwarding, automatic replies, and file ownership are separate decisions.
Microsoft 365 offboarding may involve blocking sign-in and preserving or transferring access to email and OneDrive information before deleting an account. License removal, account deletion, and data retention should follow an agreed sequence; do not treat them as interchangeable shortcuts.
Recover devices and other access
Arrange return of company devices and accessories. Identify locally stored business files and any shared credentials that need review. Include third-party applications that may not use the employee’s Microsoft sign-in.
A password change alone may not address every active session or external service. Ask us to review the actual access paths relevant to your organization.
Close the request with a checklist
Record which access was removed, where retained information can be found, and who is responsible for remaining actions. Ask for confirmation of the agreed scope rather than assuming all applications were covered.
Do not place sensitive employment details or passwords in the ticket. Provide only the operational information necessary to carry out the approved work.
Further guidance: Microsoft: former employee account planning.
