Free form template · Word

Final Settlement Approval Form

A final settlement approval form is the internal approval note that HR routes to finance and management before an F&F is paid. It confirms that clearances are complete, summarises the computed amount, highlights exceptions such as notice waivers or special payments, and records who approved the release.

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[Company Logo][Company Name]

FINAL SETTLEMENT APPROVAL FORM

Approval No.:: [Reference Number]
Date:: [Date]

1. Employee Summary

Employee Name
Employee ID
Designation / Department
Date of Joining
Last Working Day
Separation Type
F&F Statement Reference

2. Pre-payment Checks

Exit clearance form fully signed
Finance clearance received with recoveries
Final month attendance and leave balance verified
Investment proofs considered for TDS
Gratuity eligibility checked (five years' continuous service or applicable rule)
Bank details verified

3. Settlement Summary

Particulars	Amount (₹)
Total earnings	[Amount]
Total deductions	[Amount]
Net payable / (recoverable)	[Amount]

4. Exceptions Requiring Approval

Exception	Policy Position	Proposed Treatment	Amount (₹)	Justification
[Notice recovery waiver]	[Recover as per clause]	[Waive]	[Amount]	[Reason]
[Ex-gratia / special payment]	[Not in policy]	[Pay]	[Amount]	[Reason]
[Advance write-off]	[Recover]	[Write off]	[Amount]	[Reason]

5. Approvals

Role	Name	Decision	Date
Prepared by (Payroll)	[Name]		[DD/MM/YYYY]
Checked by (Finance)	[Name]		[DD/MM/YYYY]
Approved by (HR Head)	[Name]	[Approved / Returned]	[DD/MM/YYYY]
Approved by (Management, for exceptions)	[Name]	[Approved / Returned]	[DD/MM/YYYY]

6. Release

Payment date
Payment mode and reference
Released by

HR Head
[HR Name]
Date: [Date]

Finance Head
[Name]
Date: [Date]

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What this template includes

Employee and separation summary
Pre-payment checks: clearances, attendance, leave, investment proofs
Summary of earnings, deductions and net amount
Exceptions requiring approval with justification
Approval matrix with amounts and signatures
Release instruction to payroll

When to use it

Your delegation of authority requires sign-off before releasing F&F
The settlement includes exceptions such as a notice waiver or ex-gratia
A recovery from the employee needs management approval
Auditors want evidence of approval for each exit payment

How to customise this template

1Align the approval levels with your delegation of authority
2Attach the detailed F&F statement and clearance forms
3List any deviations from policy in the exceptions table
4Use one form per employee and keep it with payroll records

HR tips

Do not let approval steps delay payment beyond the policy timeline
Flag exceptions clearly so approvers know what they are signing
Have the checker recalculate key lines such as gratuity
Record the payment reference once released

Approval workflows must not delay statutory payments beyond legal timelines. Use this form as a starting point and align it with applicable wage, gratuity and bonus laws, the Labour Codes, state rules and your policies, with professional advice where needed.

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Frequently asked questions

Why is a separate approval form needed for F&F?+

It records that the computation has been checked and that someone with the right authority approved the payment, which is important for internal control and audit.

Who approves the full and final settlement?+

Typically HR prepares, finance checks, and a department head or HR head approves. Larger amounts or exceptions may need a director's approval.

What counts as an exception in F&F?+

Examples include waiving notice recovery, paying ex-gratia, writing off a loan or advance, and paying variable pay outside the normal cycle.

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

[Company Logo][Company Name]

FULL AND FINAL SETTLEMENT STATEMENT

F&F No.:: [Reference Number]
Date of Preparation:: [Date]

A. Employee Details

Particulars	Details	Particulars	Details
Employee Name	[Employee Name]	Employee ID	[Employee ID]
Designation	[Designation]	Department	[Department]
Date of Joining	[Date of Joining]	Last Working Day	[Last Working Day]
Total Service	[Years] years [Months] months	Separation Type	[Resignation / Termination / Retirement]
Monthly Basic + DA (₹)	[Basic Salary]	Monthly Gross (₹)	[Amount]
PAN	[PAN]	UAN	[UAN]

B. Earnings

S. No.	Component	Basis of Calculation	Amount (₹)
1	Salary for days worked in final month	[Days] days x gross per day	[Amount]
2	Leave encashment	[Days] days x [basic / basic + DA] per day	[Amount]
3	Statutory bonus / ex-gratia	As per Payment of Bonus rules / policy, pro-rata	[Amount]
4	Gratuity (if eligible)	15/26 x last Basic + DA x completed years	[Amount]
5	Variable pay / incentive due	As per policy	[Amount]
6	Salary in lieu of notice (if employer-initiated)	[Days] days x gross per day	[Amount]
7	Approved reimbursements	As per finance clearance	[Amount]
	Total Earnings (A)		[Amount]

C. Deductions

Template · Word

Full & Final Settlement Statement

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[Company Logo][Company Name]

FULL AND FINAL SETTLEMENT

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Former [Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]

Subject: Full and Final Settlement of Your Dues

Dear [Employee Name],

Further to your separation from [Company Name] on [Last Working Day], we have completed your full and final settlement. The summary is given below and the detailed statement is enclosed.

Particulars	Amount (₹)
Salary for days worked	[Amount]
Leave encashment	[Amount]
Bonus / incentive	[Amount]
Gratuity (if eligible)	[Amount]
Reimbursements	[Amount]
Total earnings	[Amount]
Less: Notice recovery	[Amount]
Less: Advances and other recoveries	[Amount]
Less: PF, ESI, professional tax and TDS	[Amount]
Net amount payable	[Amount]

Letter · Word

Full & Final Settlement Letter

Download .docx

[Company Logo][Company Name]

FINAL SALARY SETTLEMENT SHEET

Employee:: [Employee Name] ([Employee ID])
Salary Month:: [Month YYYY]
Last Working Day:: [Last Working Day]

1. Attendance

Calendar Days	Days up to LWD	Paid Leave	LOP Days	Payable Days
[Number]	[Number]	[Number]	[Number]	[Number]

2. Earnings

Component	Monthly Rate (₹)	Payable Days	Prorated Amount (₹)
Basic + DA	[Basic Salary]	[Number]	[Amount]
HRA	[HRA]	[Number]	[Amount]
Special allowance	[Amount]	[Number]	[Amount]
Shift / night allowance	[Amount]	[Number]	[Amount]
Overtime / arrears	-	-	[Amount]
Gross earnings			[Amount]

3. Exit-specific Items

Template · Word

Final Salary Settlement Sheet

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]
APPROVAL OF RESIGNATION WITHDRAWAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Your Request to Withdraw Resignation
Dear [Employee Name],
This refers to your resignation dated [Date of Resignation] and your subsequent request dated [Date of Withdrawal Request] to withdraw it. We are pleased to inform you that the management has approved your request. Your resignation is hereby treated as withdrawn and of no effect.
Your employment with [Company Name] will continue without any break in service from your original date of joining, [Date of Joining]. Your designation, reporting line, compensation and all other terms and conditions of your appointment remain unchanged, except as stated below.
Letter · Word
Resignation Withdrawal Approval
Download .docx
[Company Logo][Company Name]
APPROVAL OF NOTICE PERIOD WAIVER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Approval of Notice Period Waiver
Dear [Employee Name],
This refers to your request dated [Date of Request] for waiver of your notice period. Your original last working day, based on [Notice Period] notice from your resignation dated [Date of Resignation], was [Original Last Working Day].
The management has approved a waiver of [Number] days. Your revised last working day will be [Last Working Day].
Letter · Word
Notice Period Waiver Approval
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]

EARLY RELEASE APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Early Release from Service

Dear [Employee Name],

With reference to your request dated [Date of Request] and the endorsement of your reporting manager, [Reporting Manager], we are pleased to approve your early release from the services of [Company Name].

Particulars	Date
Last working day as per acceptance letter	[Original Last Working Day]
Approved last working day	[Last Working Day]
Exit clearance to be completed by	[Date]
System access to be withdrawn at	[Time] on [Last Working Day]

Letter · Word

Early Release Approval Letter

Download .docx

[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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Final Settlement Approval Form

Preview of the form

1. Employee Summary

2. Pre-payment Checks

3. Settlement Summary

4. Exceptions Requiring Approval

5. Approvals

6. Release

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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