Volunteer Exit Handoff Checklist
For Team Leads at Mosaic Wadsworth
To be completed when a volunteer steps off your team
1. Exit Conversation
- [ ] Schedule a 1:1 conversation with the volunteer
- Thank them for their service and investment
- Ask about their reason for stepping down (if appropriate)
- Affirm their value and impact on the team
- [ ] Ask if they’re:
- Taking a break
- Looking to serve elsewhere
- Done serving for now
- [ ] Offer prayer and encouragement
2. Communicate with Leadership
- [ ] Notify your Ministry Director or Department Head
- [ ] Confirm final date of service
- [ ] Inform the Connections Director so they can follow up about future volunteer opportunities
- [ ] If there are pastoral or spiritual concerns, refer to the Pastoral Care Team
- [ ] Update Planning Center (remove from team schedule and tags)
3. Wrap Up Logistics
- [ ] Collect any church-owned items (lanyard, name tag, gear)
- [ ] Remove from team group chats, emails, or Slack channels
- [ ] Ensure Planning Center “inactive” status is marked
- [ ] Pass along any positive stories or notes to your Director for celebration
4. Optional Legacy Sharing (if appropriate)
- [ ] Ask the volunteer to share:
- “What would you want to tell the next person stepping into your role?”
- A tip or story from their time on the team
- [ ] Write a short team-wide shoutout or thank-you post/email to honor them
5. Stay Connected
- [ ] Invite them to future hangouts or volunteer parties
- [ ] Let them know they are always welcome to return or serve in a new way
- [ ] Keep their story in mind when onboarding new volunteers
Notes
This checklist helps create a culture of honor, care, and continuity when volunteers shift roles. No one leaves unnoticed or uncelebrated.