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Vendor Offboarding Checklist Template

Simplify Your Vendor Offboarding Process

Ending a business relationship with a vendor can feel overwhelming, but a solid checklist can make all the difference. This template helps you streamline your offboarding process, ensuring you cover all essential steps and prevent any loose ends. With this vendor offboarding checklist, you can easily track asset returns, manage final payments, and confirm data deletions while maintaining compliance. By using this template, you can foster positive relationships, minimize risks, and save your team valuable time. Feel free to explore the live template and see how it can work for you.

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Your organization name
Vendor legal name
Vendor primary contact email
Contract number or PO reference
Contract end or termination effective date
Offboarding requested by (internal owner)
Reason details (optional)
Primary reason for offboarding
Contract completed
Consolidation to another vendor
Cost reduction
Performance concerns
Security or compliance requirements
Change in business needs
Vendor initiated termination
Other
Please Specify:
Was written notice provided as required by the contract?
Yes
No
Not applicable
Date notice was sent
How was notice delivered?
Email
Vendor portal
Certified mail
In-person meeting
Phone call
Other
Please Specify:
Access revocation completed date
Select all access types to revoke
Please Specify:
Company assets to retrieve (if any)
Company-owned devices
Security tokens or smart cards
ID badges or access cards
Documents or manuals
Test devices or equipment
Payment terminals
Prototypes or samples
Not applicable
Other
Please Specify:
Asset return status
All returned
Partially returned
Pending
Not applicable
Location of received data export or certificates
Data offboarding status
Data export received
Certificate of data deletion received
In progress
Not applicable
Final invoice received
Yes
No
Final payment processed
Yes
No
Outstanding credits or refunds
Yes
No
Unknown
Purchase order(s) closed
Yes
No
Open incidents, tickets, or disputes resolved
Yes
No
None existed
API keys, secrets, and credentials rotated
Yes
No
Not applicable
Regulatory and contractual obligations satisfied
Yes
No
Not applicable
Residual offboarding risk level
Low
Medium
High
Unknown
Location of archived vendor files and agreements
Additional notes or lessons learned
Stakeholders notified
Please Specify:
Reviewer name
Review date
Signature (type your full name)
All required offboarding tasks have been completed
Yes
No
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Paper art illustration depicting a vendor offboarding checklist for FormCreatorAI article

When to use this form

When you end a supplier contract, pause a service, or replace a vendor, use this form to coordinate a clean closeout. It helps IT remove credentials, facilities recover badges or devices, finance settle final invoices and credits, and legal confirm data handling and contract terms. It benefits procurement leads, project owners, AP, and security teams who need proof that every step is done. If staff changes overlap with the transition, align tasks with the Employee separation form and capture handbacks with the Employee clearance form. To keep operations steady when a provider supported a critical role, add handoffs and backups using the Succession planning form. You get fewer surprises, secure systems, and a clear audit trail.

Must Ask Vendor Offboarding Checklist Questions

  1. Which systems, facilities, and data does the vendor access, and who will remove each permission by what date?

    This locks down accounts fast and reduces security risk. Naming an owner and deadline creates accountability you can track.

  2. What company assets, credentials, and records must the vendor return or destroy, and how will you verify it?

    Clear return and destruction steps prevent data leakage and loss. Ask for evidence such as a receipt, log, or certificate of destruction.

  3. What final invoices, credits, deliverables, and warranties remain, and when will finance and legal close them out?

    Settling financials and obligations avoids disputes and audit issues. Assign owners and target dates so nothing sits in limbo.

  4. Where will all project files, code, and documentation be transferred, and who will own maintenance going forward?

    A defined repository and owner protect continuity after the contract ends. If you also want lessons learned from your team, gather feedback with the Employee exit interview form.

  5. What risks could persist after termination, and what mitigation steps, owners, and dates will address them?

    Listing residual risks (security, compliance, service continuity) keeps them visible. Mitigations with owners and due dates help you follow through.

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