Free form template · Word

Exit Reason Form

An exit reason form records the official reason for each separation using a standard set of codes, so HRMS data and attrition reports are consistent. HR completes it from the resignation, manager input and exit interview, classifying exits as voluntary or involuntary and regrettable or not.

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[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

Code	Reason	Primary (tick one)	Secondary (tick any)
R01	Compensation and benefits
R02	Career growth / promotion
R03	Manager relationship
R04	Role or work content
R05	Workload / hours / shifts
R06	Relocation / commute
R07	Higher studies
R08	Family / personal
R09	Health
R10	Other (specify)

Classification

Regrettable exit? (Yes / No)
Destination (competitor / other industry / studies / not known)
Sources used (resignation / exit interview / manager input)
HR remarks

Validated by
[HR Name]
Date: [Date]

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What this template includes

Separation type: voluntary, involuntary, retirement, contract end, death
Primary reason code from a fixed list
Secondary reason code
Regrettable or non-regrettable flag
Source of information (resignation, interview, manager)
HR validation and date

When to use it

You are closing a separation record in the HRMS
Attrition reports show too many exits coded as other or personal
You need to separate voluntary from involuntary exits for analysis
Leadership asks for regrettable attrition figures

How to customise this template

1Align the reason codes with the drop-down list in your HRMS
2Define regrettable for your organisation, such as top-rated performers
3Add a field for the destination (competitor, startup, studies) if you track it
4Restrict editing to HR to keep the data clean

HR tips

Pick the primary reason from evidence, not assumption
Use the same coding rules across all locations
Review a sample of records each quarter for accuracy
Keep sensitive health or personal details out of the code

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Frequently asked questions

What is the difference between voluntary and involuntary attrition?+

Voluntary attrition is when the employee chooses to leave, such as resignation. Involuntary attrition is when the employer ends employment, such as termination or retrenchment.

What is regrettable attrition?+

It refers to exits the company would have preferred to prevent, typically of good performers or critical skills. Each company defines it for its own reporting.

Who decides the exit reason code?+

HR assigns the final code using the resignation, the manager's input and the exit interview, so the data is consistent.

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]
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]
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]
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
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[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
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

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

Download .docx

Exit Reason Form

Preview of the form

Employee and Separation Details

Separation Type (tick one)

Reason Codes

Classification

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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