When relocating international talent, it’s easy to focus on their arrival, but the departure is just as important. As a relocation partner supporting companies across Saxony, we’ve seen how a well-managed exit reduces stress, prevents last-minute issues, and leaves both sides with a positive experience.

To help you navigate this phase, we’ve put together a practical HR checklist covering all essentials when an employee prepares to leave Germany.

Before departure: what to do before your employees leave Germany

1. Cancel the rental agreement

Employees should notify their landlord in time, usually three months in advance. Supporting them with the final inspection and confirming official contract termination can help avoid trouble with the deposit.

2. Cancel utilities & subscriptions

From electricity and gas to mobile phone and internet: assist your employee in closing or transferring these contracts to prevent unnecessary charges.

3. Deregister at the “Bürgerbüro” 

By law, employees must deregister with the local registration office 7 days before to 14 days after leaving Germany. Providing clear instructions and necessary documents can make this process easier.

4. Notify Insurance Companies 

Health insurance providers must be informed of the departure. Depending on the case, liability insurance, car insurance and other policies may need to be cancelled as well.

5. Settling Finances 

Ensure all bills and taxes are paid and advise on whether to close or maintain the German bank account, depending on future needs.

6. Arrange Mail Forwarding 

Support the employee in setting up mail forwarding through Deutsche Post, so nothing important gets lost in transition.

7. Address Family-Related Matters 

If the employee has children, they may need to cancel child benefits or other contracts such as school or kindergarten.

8. Explore Pension Refund ¹

Employees who contributed to the German public pension system for five years or less may be eligible for a refund, but only 24 months after their last contribution and under specific conditions. You can point them to the official guidelines early.

Beyond the checklist, small touches can make a big difference:

Cultural Tips: Give them some advice on local customs for saying goodbye to colleagues and friends.

Logistics: Provide support with packing, shipping personal belongings, or returning company property.

Exit Interviews: Use this chance to gain insights and improve future relocations.

An organized departure is just as critical as a smooth arrival and settling in. With the right support, your employee leaves with a great final impression, and your company keeps its reputation for excellence.

At intap, we understand how challenging relocations can be. That’s why we’re here to handle the details for you. From managing paperwork to organizing the practical aspects, we can take the burden off your shoulders and ensure a seamless transition for your employees. 

https://www.germany.info/us-en/embassy-consulates/atlanta/pension-s-949952 ↩︎