Free form template · Word

Admin Exit Clearance

An admin exit clearance form records the return of physical and facility items managed by the administration team, such as ID and access cards, keys, lockers, parking, transport passes and accommodation. Admin signs it to confirm the employee has no facility dues before relieving.

Editable Word (.docx)
Made for India
5 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

ADMINISTRATION EXIT CLEARANCE

Ref. No.:: [Reference Number]
Date:: [Date]

Employee Name
Employee ID
Department
Work Location
Last Working Day

Items and Facilities

Item / Facility	Issued (Yes / No)	Returned (Yes / No)	Recovery (₹)	Remarks
Employee ID card			[Amount]
Access / swipe card			[Amount]
Cabin, drawer and locker keys			[Amount]
Parking sticker / pass			[Amount]
Transport / shuttle pass			[Amount]
Canteen card / coupons			[Amount]
Company mobile / SIM (if admin-managed)			[Amount]
Stationery, visiting cards, uniform			[Amount]

Accommodation (if applicable)

Guest house / company flat address
Date of vacating
Inventory checked with employee (Yes / No)
Damages noted
Utility bills settled up to

Security

Access card deactivated on (date and time)
Security officer name

Total Admin Recovery (₹)
Admin Remarks

Admin Executive
[Name]
Date: [Date]

Employee
[Employee Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Identity and access items: ID card, access card, visitor pass
Keys: cabin, drawer, locker, vehicle
Facility services: transport, canteen, parking
Accommodation: guest house or company lease handover
Mobile phone or SIM managed by admin
Recovery amount for lost or damaged items
Security deactivation time

When to use it

An employee who used office facilities is leaving
The employee stayed in company accommodation or a guest house
Transport, canteen or parking passes were issued
Security needs confirmation that access cards are deactivated

How to customise this template

1Remove items your office does not issue
2Add the per-item recovery rate if your policy defines it
3For plants, add uniforms, safety shoes and PPE
4Have security countersign for access card deactivation

HR tips

Deactivate the access card at the same time IT disables system access
Inspect accommodation in the employee's presence
Record lost items honestly and follow policy for recovery
Collect the canteen or transport card even if it has no balance

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What does admin clearance cover?+

Admin clearance covers facility items such as ID and access cards, keys, lockers, parking, transport, canteen and company accommodation, depending on what the employee used.

What if the employee has lost the ID card?+

Record it as lost, deactivate it immediately and apply any replacement charge only if your policy provides for it.

Is admin clearance needed for remote employees?+

Usually only for items actually issued, such as an ID card. Remote employees can return them by courier with tracking details.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]

EXIT CLEARANCE FORM

Form No.:: [Reference Number]
Date Issued:: [Date]

Part A: Employee Details

Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Date of Resignation / Separation
Last Working Day
Type of Separation (Resignation / Retirement / Termination / Contract End)

Part B: Departmental Clearance

Department	Items to Check	Dues / Recovery (₹)	Cleared By (Name)
Reporting Manager	Handover note, files, pending work	[Amount]	[Reporting Manager]
IT	Laptop, accessories, email and system access, software licences	[Amount]	[Name]
Admin	ID card, access card, locker key, parking sticker, mobile / SIM	[Amount]	[Name]
Finance / Accounts	Salary advance, loan, travel advance, expense claims, corporate card	[Amount]	[Name]
Stores / Library	Tools, uniforms, books, safety equipment	[Amount]	[Name]
HR	Exit interview, leave balance, insurance, PF and gratuity forms	[Amount]	[HR Name]

Part C: HR Final Clearance

Form · Word

Exit Clearance Form

Download .docx

[Company Logo][Company Name]

FINANCE EXIT CLEARANCE

Ref. No.:: [Reference Number]
Date:: [Date]

Employee Details

Employee Name
Employee ID
Department
Last Working Day
PAN
Bank Account (last 4 digits)

Amounts Recoverable from Employee

Item	Reference	Outstanding (₹)
Salary advance	[Reference]	[Amount]
Personal / vehicle loan	[Reference]	[Amount]
Travel advance not settled	[Reference]	[Amount]
Cash imprest / petty cash	[Reference]	[Amount]
Corporate card unsettled charges	[Card last 4 digits]	[Amount]
Total recoverable		[Amount]

Amounts Payable to Employee

Form · Word

Finance Exit Clearance

Download .docx

[Company Logo][Company Name]
EMPLOYEE EXIT CHECKLIST
Employee Name:
[Employee Name]
Last Working Day:
[Last Working Day]
This checklist helps you complete your exit from [Company Name] smoothly. Tick each item as you finish it and contact [HR Name] at [HR Email] for help.
1. Right after resigning
- Submit signed resignation letter or HRMS request
- Receive acknowledgement or acceptance with confirmed last working day
- Agree the handover plan and successor with your manager
- Request notice waiver in writing, if needed
2. During the notice period
- Prepare a handover note covering tasks, contacts, passwords process and files
- Hold walkthrough sessions with your successor
- Submit pending travel and expense claims
- Clear any salary advance or loan as agreed with Finance
- Submit investment proofs for tax calculation in final salary
- Update your personal email, address and nominee details with HR
Checklist · Word
Employee Exit Checklist
Download .docx
[Company Logo][Company Name]
HR EXIT CHECKLIST
Employee Name / ID:
[Employee Name] / [Employee ID]
Last Working Day:
[Last Working Day]
A. On receipt of resignation (owner: HR Executive)
- Log resignation in HRMS with date received
- Send acknowledgement within one working day
- Inform reporting manager and department head
- Confirm notice period and compute last working day
- Issue acceptance letter after approval
- Raise backfill requisition if approved
B. During notice (owner: HR Business Partner)
- Share notice period guidelines and employee exit checklist
- Issue exit clearance form to employee
- Notify IT and Admin of LWD and access cut-off
- Schedule exit interview
- Collect leave balance and attendance for the final month
- Process notice waiver or extension requests
C. On last working day (owner: HR Executive)
Checklist · Word
HR Exit Checklist
Download .docx
[Company Logo][Company Name]
MANAGER EXIT CHECKLIST
Leaving Employee:
[Employee Name]
Manager:
[Reporting Manager]
Last Working Day:
[Last Working Day]
Within 48 hours of resignation
- Meet the employee privately to understand the decision
- Inform HR and agree whether a retention discussion is appropriate
- Agree the last working day in line with notice terms
- Identify business risks from this exit (clients, deadlines, knowledge)
Handover planning
- Nominate successor or interim owner for each responsibility
- Ask the employee for a written handover document by [Date]
- Schedule knowledge-transfer sessions and attend at least one
- Collect process notes, templates and SOPs owned by the employee
- Confirm location of all files on company drives
Stakeholders and team
Checklist · Word
Manager Exit Checklist
Download .docx

[Company Logo][Company Name]

IT EXIT CHECKLIST

Employee Name / ID:: [Employee Name] / [Employee ID]
Last Working Day:: [Last Working Day]
Ticket No.:: [Reference Number]

1. Hardware recovery

Asset	Serial / Asset Tag	Condition	Recovery (₹)
Laptop and charger	[Serial No.]	[Good / Damaged]	[Amount]
Mobile phone / SIM	[Serial No.]		[Amount]
Data card / dongle / headset	[Serial No.]		[Amount]
Security token / smart card	[Serial No.]		[Amount]

2. Data and email

Back up work files and transfer to [Reporting Manager]
Set auto-reply naming the new contact
Delegate or forward mailbox to manager for [number] days
Transfer ownership of cloud drive files and shared folders
Archive mailbox as per retention policy

3. Access revocation

Checklist · Word

IT Exit Checklist

Download .docx

[Company Logo][Company Name]

DEPARTMENT CLEARANCE FORM

Department:: [Department]
Date:: [Date]

Employee Name
Employee ID
Designation
Head of Department
Successor / Interim Owner
Last Working Day

1. Work Handover

Activity / Responsibility	Status	Handed Over To
[Activity 1]	[Completed / Pending]	[Successor Name]
[Activity 2]	[Completed / Pending]	[Successor Name]
[Activity 3]	[Completed / Pending]	[Successor Name]

2. Records and Department Items

Department files and registers returned
Soft copies saved on shared drive
Samples, demo kits or instruments returned
Tools and equipment returned to section in-charge
Department stamp or seal returned, if held

Form · Word

Department Clearance Form

Download .docx

[Company Logo][Company Name]

ASSET CLEARANCE FORM

Ref. No.:: [Reference Number]
Date:: [Date]

Employee Name
Employee ID
Designation
Department
Work Location
Last Working Day

Assets Issued and Returned

S. No.	Asset Description	Asset Tag / Serial No.	Date Issued	Date Returned	Condition	Received By	Recovery (₹)
1	[Laptop]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Good / Damaged / Missing]	[Name]	[Amount]
2	[Mobile phone]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
3	[Vehicle / two-wheeler]	[Registration No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
4	[Tools / sample kit]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
5	[Other]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]

Total Recovery (₹)
Basis of recovery (Asset Policy clause)
Remarks

Declaration

Form · Word

Asset Clearance Form

Download .docx

Admin Exit Clearance

Preview of the form

Items and Facilities

Accommodation (if applicable)

Security

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates