Free form template · Word

Email Account Closure Request

An email account closure request tells IT when to disable a leaving employee's mailbox and what to do with incoming mail and stored data: auto-reply, forwarding, backup, retention and final deletion. HR or the manager raises it so client emails are not lost and the licence can be freed.

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[Company Logo][Company Name]

EMAIL ACCOUNT CLOSURE REQUEST

Request No.:: [Reference Number]
Date:: [Date]
Requested by:: [HR Name]
Priority:: Normal (last working day) / Urgent (immediate block)

1. Account Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Email ID	[Email ID]
Aliases / shared mailboxes owned	[Details]
Last Working Day	[Last Working Day]

2. Closure Instructions

Action	Required	Details
Block sign-in	Yes	On [DD/MM/YYYY] at [HH:MM]
Auto-reply	Yes / No	For [Number] days
Forward incoming mail	Yes / No	To [Email ID] till [DD/MM/YYYY]
Delegate access to manager	Yes / No	[Reporting Manager] till [DD/MM/YYYY]
Convert to shared mailbox	Yes / No	Owner: [Owner Name]
Remove from distribution lists	Yes	All
Transfer ownership of shared mailboxes	Yes / No	To [Employee Name]

3. Auto-Reply Text

Thank you for your email. [Employee Name] is no longer with [Company Name]. For any assistance, please contact [Replacement Name] at [Email ID] or [Mobile Number]. Your message has not been forwarded automatically.

4. Data Retention

Mailbox backup / archive required: Yes / No
Retention period	[Number] days from Last Working Day
Legal hold (dispute / investigation): Yes / No
Planned deletion date	[DD/MM/YYYY]
Licence to be reclaimed on	[DD/MM/YYYY]

5. Approvals

Approver	Name	Decision	Date
HR	[HR Name]	Approved	[DD/MM/YYYY]
Reporting Manager	[Reporting Manager]	Approved	[DD/MM/YYYY]
IT Head	[IT Head Name]	Approved	[DD/MM/YYYY]

6. IT Action Log

Action	Done On	Done By
Sign-in blocked	[DD/MM/YYYY HH:MM]	[IT Executive Name]
Auto-reply / forwarding set	[DD/MM/YYYY]	[IT Executive Name]
Mailbox archived	[DD/MM/YYYY]	[IT Executive Name]
Account deleted and licence reclaimed	[DD/MM/YYYY]	[IT Executive Name]

Requested by
[HR Name]
Date: [Date]

Executed by
[IT Executive Name]
IT Department
Date: [Date]

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What this template includes

Exact date and time to block sign-in
Auto-reply message pointing customers to a new contact
Forwarding or delegate access for the manager, with an end date
Mailbox backup or conversion to a shared mailbox
Retention period before deletion
Approvals from HR, manager and IT

When to use it

An employee's last working day has been confirmed
A contractor's account reaches its end date
A shared mailbox is no longer used
An account must be blocked urgently after a termination

How to customise this template

1Set your standard retention period after exit
2Write a default auto-reply with the replacement contact
3Decide who may get delegate access to the mailbox
4Add legal hold for mailboxes under investigation
5Align with your IT offboarding checklist

HR tips

Block sign-in on the last day but keep the mailbox for the retention period
Limit delegate access to the manager and only for business need
Do not delete a mailbox under any dispute or investigation
Inform key clients of the new contact before the auto-reply starts

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Frequently asked questions

Should an ex-employee's email be deleted immediately?+

Usually not. Most companies block sign-in on the last day, set an auto-reply or forwarding for a period and delete the mailbox only after the retention period.

Can a manager read an ex-employee's mailbox?+

Many companies allow delegate access for business continuity, but it should be approved, limited in time and covered by the IT policy.

What should the auto-reply say?+

That the person is no longer with the company and whom to contact instead, with the new contact's email. Avoid giving reasons for the exit.

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[Company Logo][Company Name]

EMAIL ACCOUNT CREATION REQUEST

Request No.:: [Reference Number]
Date:: [Date]
Requested by:: [HR Name] / [Reporting Manager]
Required by:: [DD/MM/YYYY]

1. Request Type

New employee mailbox
Contractor / consultant mailbox (time-bound)
Shared / functional mailbox (e.g. support@)
Additional alias / name change

2. User Details

Full Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Personal email for credential delivery	[Personal Email]
Mobile for MFA setup	[Mobile Number]

3. Mailbox Details

Form · Word

Email Account Creation Request

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[Company Logo][Company Name]

SYSTEM ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Modify / Temporary / Elevated
Ticket Ref.:: [Ticket Number]

1. Requester Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Existing User ID (if any)	[User ID]
User type: Employee / Contractor / Vendor engineer

2. Access Requested

System / Server / Resource	Role or Group	Access Level	From	To	Business Justification
[Domain / Active Directory group]	[Group Name]	Read / Write / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[File server / shared drive path]	[Folder]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Server name / IP]	[Role]	Read / Admin	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]
[Database]	[Schema / Role]	Read / Write	[DD/MM/YYYY]	[DD/MM/YYYY]	[Justification]

3. Approver Chain

Form · Word

System Access Request

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[Company Logo][Company Name]

VPN / REMOTE ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New / Extension / Vendor / Temporary (travel)

1. User Details

Name	[Employee Name]
Employee ID / Vendor ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager / Vendor Coordinator	[Reporting Manager]
Vendor Company and Contract Ref. (if vendor)	[Vendor Name] / [Reference Number]
Mobile for MFA	[Mobile Number]

2. Reason for Remote Access

Approved hybrid / remote work arrangement
On-call or after-hours support
Business travel
Vendor maintenance or support
Other: [Specify]

3. Device Details

Form · Word

VPN Access Request

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[Company Logo][Company Name]

APPLICATION ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New User / Additional Role / Change in Limit / Remove Role

1. User Details

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Branch / Location	[Work Location]
Reporting Manager	[Reporting Manager]
Official Email	[Email ID]

2. Application and Role Details

Application	Module	Role (from catalogue)	Data Scope (Company / Branch / Territory)	Approval Limit (₹)	Justification
[ERP / Accounting Software]	[Module]	[Role Name]	[Company Code / Branch]	[Amount]	[Justification]
[CRM]	[Module]	[Role Name]	[Territory]	-	[Justification]
[HRMS / Payroll]	[Module]	[Role Name]	[Entity]	-	[Justification]

Access required from	[DD/MM/YYYY]
Access required till: Permanent / [DD/MM/YYYY]
Licence type: Full / Limited / View-only

Form · Word

Application Access Request

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[Company Logo][Company Name]

SOFTWARE LICENSE REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Request Type:: New Purchase / Additional Seats / Renewal / Upgrade

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Department	[Department]
Cost Centre / Budget Code	[Cost Centre]
Reporting Manager	[Reporting Manager]

2. Software Details

Software name and edition	[Software Name] – [Edition]
Publisher / vendor	[Vendor Name]
Licence model: Perpetual / Annual subscription / Monthly / Per user / Per device
Deployment: Installed / Cloud (SaaS)
Required by	[DD/MM/YYYY]

3. Users and Cost

Form · Word

Software License Request

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[Company Logo][Company Name]
PASSWORD / MFA RESET REQUEST
Ticket No.:
[Ticket Number]
Date and Time:
[DD/MM/YYYY] [HH:MM]
Request Received via:
Walk-in / Phone / Ticket / Manager
1. Requester
Name [Employee Name]
Employee ID [Employee ID]
Department [Department]
Registered Mobile [Mobile Number]
Reporting Manager [Reporting Manager]
2. Account to be Reset
System / Application User ID Reset Type
[Domain / Email] [User ID] Password / Unlock / MFA re-enrol
[Application Name] [User ID] Password / Unlock / MFA re-enrol
3. Reason
Form · Word
Password Reset Request
Download .docx

System / Application	User ID	Reset Type
[Domain / Email]	[User ID]	Password / Unlock / MFA re-enrol
[Application Name]	[User ID]	Password / Unlock / MFA re-enrol

[Company Logo][Company Name]

DATA ACCESS REQUEST FORM

Request No.:: [Reference Number]
Date:: [Date]
Access Type:: One-time Extract / Recurring Report / Read Access to Database / Share with Vendor

1. Requester

Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]

2. Data Requested

Dataset / system / report name	[Dataset Name]
Data owner	[Data Owner Name]
Classification: Internal / Confidential / Restricted
Period covered	[DD/MM/YYYY] to [DD/MM/YYYY]
Frequency: One-time / Weekly / Monthly

Field / Column	Needed for	Personal Data?	Masking Acceptable?
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No
[Field Name]	[Purpose]	Yes / No	Yes / No

Form · Word

Data Access Request

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[Company Logo][Company Name]
FACILITY ACCESS REQUEST FORM
Request No.:
[Reference Number]
Date of Request:
[Date]
Facility / Site:
[Work Location]
Access Type:
After hours / Weekend / Holiday / Other site / Special area
1. Requester
Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Mobile Number [Mobile Number]
Supervising employee on site [Employee Name]
2. Access Details
Date(s) [DD/MM/YYYY] to [DD/MM/YYYY]
Time [HH:MM] to [HH:MM]
Areas required [Floor / Room / Warehouse / Training Hall]
Purpose [Purpose]
3. People Entering
Form · Word
Facility Access Request
Download .docx

Date(s)	[DD/MM/YYYY] to [DD/MM/YYYY]
Time	[HH:MM] to [HH:MM]
Areas required	[Floor / Room / Warehouse / Training Hall]
Purpose	[Purpose]

Email Account Closure Request

Preview of the form

1. Account Details

2. Closure Instructions

3. Auto-Reply Text

4. Data Retention

5. Approvals

6. IT Action Log

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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