Account Termination Request¶
Source:
_imported/Account Termination Request Form.txt· Applies to: Clients requesting closure of a departing employee's M365 account · Last reviewed: 2026-07
Purpose¶
Client-facing intake form that captures how the departing employee's account, email, OneDrive, and redirected folders should be handled. Copy/paste the completed form into the body of the support ticket email.
Immediate Action (technician-side)¶
⚠️ Upon receiving this request, our first immediate action is to:
- Kick the user from all active sessions.
- Change the account password.
- Block direct logins.
Do this before any other steps. This prevents data exfiltration during the offboarding window.
Prerequisites¶
- Client has completed and submitted this form
- Atera ticket is open
Form Template¶
General Info¶
| Field | Value |
|---|---|
| Employee Full Name | |
| Employment Position | |
| Email Account |
Desired Action for Account¶
State whether you would like the account fully deleted or converted into a shared mailbox archive (still accessible to other employees or for auditing purposes).
| Field | Value |
|---|---|
| Delete account / Convert to shared mailbox |
Licensing¶
Once the Microsoft license is removed, should it be kept in the pool for future use or tagged for removal upon its renewal anniversary?
| Field | Value |
|---|---|
| Keep in pool / Tag for removal at renewal |
Email Access¶
Two options (choose one):
| Option | Description |
|---|---|
| Forward Email | Emails are forwarded to a specified address only. |
| Delegate Mailbox Access | Specified account is granted Full Access and Send As permissions. Mailbox appears in the delegate's Outlook as a secondary inbox. |
| Field | Value |
|---|---|
| Chosen option (Forward / Delegate) | |
| Target email address |
OneDrive Data¶
⚠️ Critical: Once the Microsoft license is removed from an account (even a shared mailbox), the OneDrive data is automatically deleted and unrecoverable after 30 days.
| Field | Value |
|---|---|
| Keep OneDrive archive on local server? (Yes / No) | |
| User email requiring access to files | |
| TeamViewer ID of computer with files |
Redirected User Folders¶
For clubs with the Redirected Folders feature enabled, Club Support stores the user's Desktop, Documents, and Pictures folders on the local server. These files do not expire, and access can be granted to other users after termination.
| Field | Value |
|---|---|
| User email requiring access to files | |
| TeamViewer ID of computer with files |
Other Requests¶
Any special requests not covered above:
| Field | Value |
|---|---|
| Additional instructions |
Notes / Gotchas¶
- OneDrive 30-day clock starts when the license is removed, not when the form is submitted. Prioritize OneDrive archival before touching licenses.
- A shared mailbox does not require a license, but once converted the original user can no longer log in directly.
- Forwarding only sends incoming mail; it does not give access to historical messages. Use Delegate if historical access is needed.
- Redirected folders persist on the server indefinitely — no rush, but grant access promptly for business continuity.