Contractor Offboarding Checklist for Real Estate
A checklist for managing the departure of contractors and external service providers, covering access revocation, final payments, and documentation.
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
Complete Checklist
- 1Confirm the contract end date and any notice requirementsCritical
- 2Verify all contracted deliverables have been received and acceptedCritical
- 3Conduct a quality review of the contractor's final work output
- 4Process the final invoice and arrange payment per contract termsCritical
- 5Revoke all site access including passes, keys, and access codesCritical
- 6Disable all IT system access, email accounts, and remote accessCritical
- 7Recover any company equipment, tools, or materials issued to the contractor
- 8Ensure all company data and intellectual property has been returned or deleted
- 9Collect any documentation, reports, or records created during the engagement
- 10Conduct a brief debrief with the contractor on the engagement outcomes
- 11Assess the contractor's performance for the supplier evaluation record
- 12Update the contractor register to reflect the completed engagement
- 13Archive the contract and all related documentation
- 14Notify relevant team members that the contractor engagement has ended
Frequently Asked Questions
How does contractor offboarding differ from employee offboarding?
Contractor offboarding is typically simpler as there are no leave payouts, superannuation, or employment law considerations. However, it is equally important to revoke access promptly, recover company property, and ensure all contracted deliverables have been received. Focus on the security aspects and contract close-out rather than the employment-related tasks.
Should we maintain records after a contractor engagement ends?
Yes, retain all contracts, invoices, deliverables, and performance records for at least seven years. These records may be needed for tax purposes, legal disputes, warranty claims, or future re-engagement decisions. Store them in a central, accessible location and include the contractor in your regular records review and disposal schedule.
What should we do if a contractor's work does not meet the agreed standard?
Review the contract terms regarding quality standards and remediation. Provide specific written feedback about what does not meet the standard and allow a reasonable opportunity to rectify the work. If the contractor cannot or will not meet the standard, consider withholding final payment until the agreed deliverables are satisfactorily completed. Seek legal advice if a dispute arises.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.