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.