The Complete Google Workspace Offboarding Checklist

When an employee leaves your organization, their Google Workspace account doesn't just disappear. It holds emails, chat history, shared documents, group memberships, and potentially sensitive business data. A botched offboarding can mean lost client communications, compliance violations, or security gaps that persist for months.

This checklist walks you through every step of a proper Google Workspace offboarding — from the moment you learn someone is leaving to the final account deletion.

Before the Departure Date

1. Identify What Needs to Be Preserved

Not every departing employee's data matters equally. Before doing anything, ask:

Does this person handle client communications? Their Gmail likely contains contracts, invoices, and relationship context that someone else will need.
Are they in active Google Chat spaces? Chat messages may be subject to retention policies or legal holds.
What Google Groups do they belong to? Some groups may be distribution lists for clients, vendors, or compliance notices.
Do they own any shared drives or documents? Ownership transfers prevent "access denied" nightmares.

2. Check Legal and Compliance Requirements

Depending on your industry, you may be legally required to preserve certain communications:

Financial services: SEC and FINRA require retention of electronic communications for 3-7 years.
Healthcare: HIPAA requires audit trails for any system containing PHI.
Legal: Litigation holds may prevent you from deleting any data.
General GDPR/CCPA: You need to balance data retention with the departing employee's privacy rights.

Document your retention requirements before proceeding. If in doubt, preserve first and delete later.

3. Notify Stakeholders

Let the relevant people know about the transition:

Direct manager: Confirm the departure date and who inherits responsibilities.
IT team: Schedule the offboarding for the appropriate date.
HR: Confirm any legal hold or preservation requirements.
Key collaborators: They may need to save or transfer shared work.

On Departure Day

4. Transfer Email Data

This is the most critical step. Gmail data includes not just emails but also contacts, labels, and filters that represent institutional knowledge.

Option A: Email delegation (temporary access)

Set up email delegation so a manager or successor can read and respond to incoming messages. This is the fastest option but doesn't create a permanent backup.

Option B: Full email migration

Transfer the entire mailbox to another account. This preserves all emails, labels, and folder structure. With MonitorWorkspace, this is a one-click operation — select the departing user, choose the destination account, and the transfer runs in the background.

Option C: Google Vault export

If you have Google Vault, you can create a matter and export all email data. This creates a compliance-grade archive but doesn't make the emails easily accessible to a successor.

Best practice: Use a combination — delegate for immediate access, then run a full transfer for permanent preservation. Before you start, use dry run estimates to preview exactly how many emails will transfer and skip the noise.

5. Export Chat Messages

Google Chat messages are often overlooked during offboarding, but they can contain critical context:

Project discussions and decisions
Client communications in shared spaces
File sharing history
Meeting notes and action items

Native options are limited. Google Takeout can export a user's chat data, but it requires the user's cooperation and produces unwieldy JSON files. Google Vault can preserve chats but exporting them in a readable format is tedious.

A better approach: Use an admin tool like MonitorWorkspace to export chat messages from specific spaces in a structured format. You can export by space, by date range, or for the entire account — all without needing the departing user's involvement.

6. Transfer Document Ownership

Any Google Drive files, Sheets, Docs, or Slides owned by the departing user need new owners:

Go to the Google Admin Console → Apps → Google Workspace → Drive and Docs.
Select "Transfer ownership" and enter the departing user's email.
Choose the new owner.

Watch out for: Files shared with external collaborators. Ownership transfer doesn't change sharing permissions, but it's good to audit these.

7. Update Google Groups Memberships

Departing employees often belong to dozens of Google Groups — some obvious (team-engineering@), some not (vendor-notifications@, compliance-alerts@).

For each group:

Remove the departing user to prevent them from receiving emails after they leave.
Add a replacement if the group is used for critical notifications.
Check if they're the sole owner of any group. Transfer ownership first.

This is one of the most tedious manual tasks in offboarding. Across 20+ groups, it can take 30-45 minutes in the Admin Console. MonitorWorkspace shows all of a user's group memberships in one view and lets you bulk-remove them.

8. Revoke Third-Party App Access

Check which third-party applications the user has authorized via OAuth:

Admin Console → Security → API controls → App access control.
Review apps authorized by the departing user.
Revoke access for any apps that should no longer have access to your domain's data.

9. Reset and Reassign Licenses

Google Workspace licenses cost money. Don't keep paying for an account you're not using:

Downgrade the license before suspension if you're on per-user billing.
Reassign the license to a new employee if you have one starting soon.
Track license utilization — if you have 50 licenses but only 40 active users, you're overpaying.

After Departure

10. Suspend the Account

Don't delete the account immediately. Instead, suspend it:

Suspended accounts can't sign in but their data is preserved.
Email sent to the suspended account bounces with a delivery failure.
You can still access the account's data for transfers or exports.

Recommended suspension period: 30-90 days, depending on your compliance requirements.

11. Set Up Email Forwarding or Auto-Reply

For customer-facing roles, set up either:

Email forwarding to the successor's address (catches any stragglers).
Auto-reply explaining that the person has left and providing a new contact.

12. Audit and Document

Create an offboarding record that includes:

What data was transferred and to whom.
Which groups the user was removed from.
Any compliance-related exports or holds.
The scheduled account deletion date.

This audit trail is invaluable if questions arise months later about where a particular email or document went. While you're at it, audit your admin role assignments — the departing employee may still have admin privileges that should be revoked.

13. Schedule Account Deletion

After your retention period expires, schedule the account for deletion:

Google preserves deleted account data for 20 days before permanent removal.
Make sure all necessary data has been transferred before this point.
Remove the user from any remaining groups or shared drives.

The Cost of Getting It Wrong

A survey of IT administrators found that manual offboarding takes an average of 45 minutes per employee. For organizations with regular turnover, that adds up to days of admin time per year.

But the real cost isn't time — it's risk:

Lost business data: Client emails that no one can access.
Security exposure: Active accounts for people who no longer work for you.
Compliance violations: Deleted data that should have been preserved.
License waste: Paying for unused Workspace seats.

Automate Your Offboarding

MonitorWorkspace turns this entire checklist into a streamlined workflow. From a single dashboard, you can:

Transfer emails with one click
Export chat messages in bulk
View and manage all group memberships
Track license utilization
Maintain a complete audit trail

Free for up to 10 users. No credit card required.