This workflow outlines HR’s role around a departure: light guardrails, coordination with the manager, and deliverables (guestbook, export) without policing private sentiment.
Before the announcement
Confirm end date and communication channels with the manager. Keep a neutral announcement template if several exits happen in a row—consistency matters.
Personal data and contributions
Remind internally that notes should stay professional: no sensitive data, no discriminatory lines. The manager is the first line; HR steps in on reports.
Farewell card without chasing signatures
Remote teammates sign too—one link, light nudges, everything in one place before the party.
Create the card in 2 minKeepsake PDF · no account to post · one link for the whole team
Manager handoff
HR often opens the process (tool access, archiving policy), but the manager drives momentum: nudges, tone, closure. Write that split into your internal playbook.
Archives and access
Clarify who receives the PDF export (leaving employee, manager, HR). If the guestbook is public, define how long the link stays live after the last day.
Related reads
Manager departure checklist and the colleague farewell card guide complement this workflow on the ground.
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