Free form template · Word

Asset Clearance Form

An asset clearance form is a line-by-line record of every company asset issued to an employee and its return at exit. It matches the asset register against items received back, notes condition and records any agreed recovery value, giving the company a clean audit trail.

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[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

I confirm that the assets listed above are all the company assets issued to me and that I have returned them in the condition stated. I have retained no company property, data or documents.

Employee
[Employee Name]
Date: [Date]

Asset Controller
[Name]
Date: [Date]

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What this template includes

Pre-filled list of assets from the asset register
Asset tag or serial number for each item
Date issued and date returned
Condition on return and receiver's name
Recovery value for missing or damaged items as per policy
Employee and asset controller signatures

When to use it

An employee who was issued multiple assets is leaving
Field staff hold vehicles, tablets, sample kits or tools
Assets are spread across IT, admin and departments and you want one list
Auditors need proof that assets of leavers were recovered

How to customise this template

1Pre-fill rows from your asset register before giving it to the employee
2Add vehicle details such as registration number and odometer reading if applicable
3Insert your asset policy clause for damage and loss
4Use one form per employee and file it with the exit clearance

HR tips

Inspect assets with the employee present
Take photos of damaged items as evidence
Recover only as per the asset policy the employee acknowledged
Update the asset register the same day

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Frequently asked questions

What is an asset clearance form?+

It is a record that every company asset issued to an employee has been returned at exit, with condition and any recovery noted.

Can the company deduct the cost of a lost asset?+

Only where the asset policy or an agreement signed by the employee allows it, and the deduction should be reasonable and documented.

Who keeps the asset clearance form?+

The asset controller or admin keeps the original, and a copy goes to HR for the employee's exit file.

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

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[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

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[Company Logo][Company Name]
EMPLOYEE RESIGNATION FORM
Form No.:
[Reference Number]
Date Received by HR:
[Date]
[Company Name]
[Company Address]

To be filled by the employee and submitted to the reporting manager and HR. Please write clearly.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number
Section B: Resignation Details
Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release
Form · Word
Employee Resignation Form
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Date of Resignation
Notice Period as per Appointment Letter
Requested Last Working Day
Request for Notice Waiver / Buyout (Yes / No)
If yes, reason for early release

[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]

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

Form · Word

Admin Exit Clearance

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[Company Logo][Company Name]
EXIT INTERVIEW FORM
Interview Date:
[Date]
Mode:
[In person / Video / Phone]
Interviewer:
[HR Name]
Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Date of Joining
Last Working Day
Total Service (years / months)
Reasons for Leaving
Primary reason
Secondary reasons
When did you first think of leaving?
Was there anything that could have changed your decision?
Ratings (1 = Very poor, 5 = Excellent)
Form · Word
Employee Exit Interview Form
Download .docx
[Company Logo][Company Name]
EXIT FEEDBACK FORM
Department:
[Department]
Date:
[Date]
Dear colleague, thank you for your time with [Company Name]. Please spend ten minutes on this form. Your feedback is confidential and will not affect your settlement or relieving documents.
Name (optional)
Designation
Length of Service
Shift / Location
1. Main reasons for leaving (tick up to three)
- Salary
- Better job elsewhere
- Supervisor / manager
- Working hours or shifts
- Travel distance
- Workload
- Lack of growth
- Family or personal reasons
- Health
- Other: ____________
2. Please tick one option for each statement
Form · Word
Exit Interview Feedback Form
Download .docx
[Company Logo][Company Name]
EXIT REASON FORM
Record No.:
[Reference Number]
Date:
[Date]
Employee and Separation Details
Employee Name
Employee ID
Department
Grade / Level
Date of Joining
Last Working Day
Performance Rating (last cycle)
Separation Type (tick one)
- Voluntary – resignation
- Involuntary – termination for performance
- Involuntary – termination for misconduct
- Involuntary – retrenchment / role redundancy
- End of contract / non-renewal
- Retirement / superannuation
- Death or permanent disability
- Absconding / abandonment of service
Reason Codes
Form · Word
Exit Reason Form
Download .docx

Primary reason
Secondary reasons
When did you first think of leaving?
Was there anything that could have changed your decision?

Name (optional)
Designation
Length of Service
Shift / Location

Asset Clearance Form

Preview of the form

Assets Issued and Returned

Declaration

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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