Free form template · Word

Department Clearance Form

A department clearance form is completed by the head of the leaver's own department to confirm that work, records and department-held items have been handed back. It is narrower than the master exit clearance form and focuses on functional handover rather than IT, admin or finance.

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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

3. Pending Commercial or Approval Items

Item (order, approval, customer balance)	Reference	Transferred To	Remarks
[Item]	[Reference]	[Name]
[Item]	[Reference]	[Name]

4. HOD Recommendation

Clearance status (Cleared / Cleared with remarks / Not cleared)
Recovery, if any (₹)
Remarks

Head of Department
[Name]
Date: [Date]

Successor
[Successor Name]
Date: [Date]

Employee
[Employee Name]
Date: [Date]

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What this template includes

Handover of ongoing work with successor's acknowledgement
Return of department files, registers and records
Department-held items: samples, tools, instruments, demo kits
Closure or transfer of pending approvals and orders
Customer or vendor balances owned by the employee
HOD remarks and recommendation for relieving

When to use it

The department head must certify handover before HR clears the employee
Departments such as sales, production, labs or stores hold their own assets
Pending orders, samples, files or registers need to be accounted for
Your exit clearance form has one line per department and you need detail behind it

How to customise this template

1Rename section headings to match your department (sales, QA, production, accounts)
2List department registers by name, for example batch records or sample register
3Add a column for the successor's signature on each handed-over item
4Attach the handover document as an annexure

HR tips

Have the successor sign too, not just the HOD
Verify physical items, do not rely on memory
Flag anything pending clearly so HR can follow up
Avoid recording opinions about the employee here; keep it to facts

For HR & hiring managers

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Frequently asked questions

Who fills the department clearance form?+

The head of department or reporting manager of the leaving employee, with the successor's acknowledgement for items handed over.

What if handover is incomplete on the last day?+

Record the pending items and agreed completion steps. HR can then decide how to proceed, but earned dues should not be held without basis.

Is a department clearance form needed if there is an exit clearance form?+

Many companies use both. The exit clearance form has a summary row, while the department form captures the detailed handover.

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[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]

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

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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
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[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

Department Clearance Form

Preview of the form

1. Work Handover

2. Records and Department Items

3. Pending Commercial or Approval Items

4. HOD Recommendation

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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