Account and access handover checklist
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Account and access handover: [PERSON'S NAME]

- Role: [ROLE]
- Last day: [DATE]
- Handover led by: [NAME AND ROLE]
- Taking over the role: [NAME, OR "NOT YET DECIDED"]

Before the last day

- [ ] Agree what the person is handing over, and to whom
- [ ] Move charity files from personal drives, email and devices into the charity's shared storage
- [ ] Transfer ownership of documents, folders and calendars they created
- [ ] Add a second admin to every account where they are the only admin
- [ ] Hand over any work in progress, deadlines and contacts (funders, partners, suppliers)
- [ ] Note any subscriptions or renewals paid on their personal card, and move them to the charity

Accounts to check

| Account or system | What it's for | Their access (user or admin) | Action (remove, transfer, change password) | Done by | Date |
|---|---|---|---|---|---|
| Charity email account | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Shared drive or file storage | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Password manager | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Bank and payment accounts | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Accounting system | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Donor database | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Website and domain name | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Social media accounts | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Email newsletter service | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Online fundraising pages | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| Government portals (IRS, state) | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |
| [OTHER] | [PURPOSE] | [ACCESS] | [ACTION] | [NAME] | [DATE] |

On the last day

- [ ] Remove or disable their charity accounts
- [ ] Remove them as admin on social media, the website, the domain and any other service
- [ ] Remove them from the password manager and from shared folders
- [ ] Change the password for any shared login they knew, and update it in the password manager
- [ ] Remove them as a signer or user on bank accounts and cards, following the bank's process and your bylaws
- [ ] Collect keys, building access cards, charity laptops, phones and other equipment
- [ ] Ask them to delete charity information from their personal devices and confirm they've done so
- [ ] Set up an automatic reply or forwarding on their charity email, if appropriate

After they've gone

- [ ] Update your technology inventory and account list
- [ ] Update the charity's contact details anywhere their name or email was listed (website, government registrations, funder portals)
- [ ] If they were the IRS "responsible party" for your EIN, update it on IRS Form 8822-B within 60 days. If they were a named contact with your state, update that too, following your state's process (see our succession planning guide)
- [ ] Wipe or reset returned devices before giving them to someone else
- [ ] Thank them for their service

Sign-off

Handover completed by: [NAME]

Date: [DATE]

Notes: [ANYTHING STILL TO DO, AND WHO WILL DO IT]