Free checklist template · Word

Employee Exit Checklist

The employee exit checklist is written for the person who is leaving. It walks the departing employee through everything they must do, from submitting the resignation to collecting the relieving letter, Form 16 and PF transfer, so nothing is missed in the rush of a job change.

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[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

3. On your last working day

Return laptop, charger, mobile, SIM and accessories to IT
Return ID card, access card, keys and parking pass to Admin
Return uniforms, tools, books or samples, if any
Complete the exit interview
Get the exit clearance form signed by all departments
Set an out-of-office message naming the new contact

4. After you leave

Collect relieving letter and experience letter
Review your full and final settlement statement
Collect Form 16 for the financial year
Transfer PF to your new employer using UAN
Submit gratuity claim form if you have five or more years of continuous service
Keep copies of your last three payslips

Employee
[Employee Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Phase-wise tasks: after resignation, during notice, last day, after exit
Handover tasks the employee owns
Assets and documents to return
Personal admin: personal email, reimbursements, investment proofs
Documents to collect: relieving, experience, F&F, Form 16
PF transfer using UAN and gratuity form where eligible

When to use it

Give it to every employee along with the resignation acceptance letter
Share it with first-time job changers who are unfamiliar with exit steps
Use it for remote employees who must handle asset return by courier
Include it in the employee handbook as a self-service guide

How to customise this template

1Add company-specific items such as uniform, tools or canteen card
2Insert the HR contact and HRMS links where the employee must act
3Remove gratuity items for employees with less than five years' service
4Translate into the local language for shop-floor staff if needed

HR tips

Encourage employees to submit pending reimbursement claims before the last week
Remind them to update nominee and contact details for PF
Advise them to keep copies of payslips and Form 16
Make sure they know who to contact after leaving

For HR & hiring managers

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Frequently asked questions

What documents should I collect when leaving a job in India?+

Typically the relieving letter, experience letter, full and final settlement statement, last payslips, Form 16 and confirmation of PF details. Keep both digital and printed copies.

How do I transfer my PF when changing jobs?+

You can request a transfer online on the EPFO member portal using your UAN, once your new employer has linked you to their establishment.

Can I claim gratuity when I resign?+

Gratuity is payable after five years of continuous service, calculated at 15 days' wages per completed year. Submit the gratuity claim form to HR if you are eligible.

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

[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
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[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
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[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

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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

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

[Company Logo][Company Name]

EMPLOYEE EXIT SURVEY

[Company Name] – Exit Survey

This survey is anonymous. We do not collect your name or employee ID. Results are reviewed only in aggregate to improve the workplace. It takes about eight minutes.

Section 1: About you

Department (select)	[Sales / Operations / Technology / Finance / HR / Other]
Level (select)	[Individual contributor / Team lead / Manager / Senior leader]
Tenure (select)	[Under 1 year / 1–3 years / 3–5 years / Over 5 years]
Work location (select)	[Office / Plant / Field / Remote]

Section 2: Recommendation

On a scale of 0 to 10, how likely are you to recommend [Company Name] as a place to work to a friend? 0 = Not at all likely, 10 = Extremely likely.

Section 3: Rate each area (1 = Strongly disagree, 5 = Strongly agree)

Form · Word

Employee Exit Survey

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[Company Logo][Company Name]
EMPLOYEE SEPARATION CLOSURE CHECKLIST
Employee Name / ID:
[Employee Name] / [Employee ID]
Last Working Day:
[Last Working Day]
Closure Review Date:
[Date]
1. Payments
- Full and final settlement paid on [DD/MM/YYYY], reference [UTR Number]
- Gratuity paid or marked not applicable
- Pending reimbursements settled
- Recoverable amount, if any, received or decision recorded
2. Statutory
- Date of exit updated on EPFO portal
- ESIC exit updated, if covered
- Professional tax and labour welfare fund for final month remitted
- Form 16 issued or scheduled
- Statutory registers updated as applicable
3. Documents issued
Checklist · Word
Employee Separation Closure Checklist
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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
Download .docx

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]

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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Employee Exit Checklist

Preview of the checklist

1. Right after resigning

2. During the notice period

3. On your last working day

4. After you leave

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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