Free checklist template · Word

Employee Separation Closure Checklist

The employee separation closure checklist is the final audit of an exit file, done after the last working day once payments and letters are expected to be complete. It confirms that every payment, statutory update, letter and record is closed, so the case can be archived with nothing left open.

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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

Document	Issued On	Mode	Acknowledged
Relieving letter	[DD/MM/YYYY]	[Email / Hand]	[Yes / No]
Experience letter / service certificate	[DD/MM/YYYY]	[Email / Hand]	[Yes / No]
F&F statement and letter	[DD/MM/YYYY]	[Email / Hand]	[Yes / No]
No-dues certificate	[DD/MM/YYYY]	[Email / Hand]	[Yes / No]

4. Systems

HRMS status set to separated
Removed from payroll for next cycle
Removed from group health and term insurance
All IT and building access confirmed closed
Exit interview data recorded in attrition report

5. Records

Clearance forms, letters and F&F filed
Retention period marked on file
File archived with restricted access

6. Open Issues

Issue	Owner	Target Date	Status
[Issue]	[Name]	[DD/MM/YYYY]	[Open / Closed]
[Issue]	[Name]	[DD/MM/YYYY]	[Open / Closed]

Closed by
[HR Name]
Date: [Date]

Reviewed by
HR Manager
Date: [Date]

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What this template includes

Payments closed: F&F, gratuity, pending reimbursements
Statutory closures: EPFO exit date, ESIC, Form 16
Documents issued with dates
Systems closed: HRMS, payroll, insurance, access
Records filed and retention marked
Open-issue log and final sign-off

When to use it

About 30 to 60 days after an employee's last working day
Before archiving a personnel file
During a monthly review of all pending exits
When an internal or statutory audit samples exit files

How to customise this template

1Run it for every separation, including terminations and retirements
2Add state-specific registers that must be updated
3Set the review date in your HR calendar
4Use the open-issue table to track anything unresolved

HR tips

Do not close the file while gratuity or any query is pending
Check that the leaver received all letters at their personal address
Confirm the employee is removed from group insurance and payroll
Restrict access to archived files

Statutory closure steps and record-retention periods depend on applicable labour, social security and tax laws and state rules. Use this checklist as a starting point and confirm requirements with your compliance adviser.

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Frequently asked questions

What is separation closure in HR?+

It is the final step of the exit process where HR confirms that every payment, statutory update and document related to the leaver is complete before archiving the file.

How is this different from the HR exit checklist?+

The HR exit checklist covers the whole process from resignation onwards. The closure checklist is a final audit done after the exit to confirm nothing remains open.

When can an exit file be archived?+

Once all payments are made, statutory records are updated, letters are issued and any queries are resolved. Keep the archived file for the retention period that applies to you.

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

[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]
SEPARATION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]
Subject: Separation from Employment
Dear [Employee Name],
This letter confirms that your employment with [Company Name] will end with effect from [Last Working Day] on account of [Separation Type: mutual separation / completion of fixed-term contract / redundancy of role following restructuring / resignation], with reference to [discussion / letter] dated [Date].
Notice period: Your notice period of [Notice Period] has been [served in full / paid in lieu / waived by mutual agreement].
Letter · Word
Employee Separation Letter
Download .docx
[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
[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
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Employee Name
Employee ID
Designation
Department
Work Location
Date of Joining
Reporting Manager
UAN (for PF transfer)
Personal Email
Mobile Number

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]

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]

KNOWLEDGE TRANSFER CHECKLIST

Leaving Employee:: [Employee Name]
Successor:: [Successor Name]
KT Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. KT Session Plan

Topic	Session Date	Duration	Notes Location
[Core process 1]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Core process 2]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Tools and systems]	[DD/MM/YYYY]	[Hours]	[Link / Folder]
[Stakeholders and escalations]	[DD/MM/YYYY]	[Hours]	[Link / Folder]

2. Documentation

Step-by-step notes for each core process
Known issues, workarounds and their causes
Recurring calendar: daily, weekly, monthly, quarterly and annual tasks
Reports produced, recipients and data sources
Location of templates, trackers and reference files

3. Tacit knowledge

Checklist · Word

Knowledge Transfer Checklist

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[Company Logo][Company Name]
PROJECT HANDOVER CHECKLIST
Project Name / Code:
[Project Name] / [Project Code]
Outgoing Owner:
[Employee Name]
Incoming Owner:
[Successor Name]
Handover Date:
[Date]
Scope and schedule
- Signed scope / statement of work shared
- Current project plan with milestone status
- Change requests approved and pending
- Upcoming deliverables in the next 30 days listed
Commercials
- Budget versus actuals reviewed
- Open purchase orders and pending vendor invoices
- Client billing milestones and invoices raised
- Approval authority transferred
Risks and issues
Checklist · Word
Project Handover Checklist
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Employee Separation Closure Checklist

Preview of the checklist

1. Payments

2. Statutory

3. Documents issued

4. Systems

5. Records

6. Open Issues

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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