Free form template · Word

Finance Exit Clearance

A finance exit clearance form is completed by the accounts team to record every money item open against a departing employee. It lists loans, advances, imprest, corporate card balances and unsettled claims so the correct recoveries and reimbursements flow into the full and final settlement.

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[Company Logo][Company Name]

FINANCE EXIT CLEARANCE

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

Employee Details

Employee Name
Employee ID
Department
Last Working Day
PAN
Bank Account (last 4 digits)

Amounts Recoverable from Employee

Item	Reference	Outstanding (₹)
Salary advance	[Reference]	[Amount]
Personal / vehicle loan	[Reference]	[Amount]
Travel advance not settled	[Reference]	[Amount]
Cash imprest / petty cash	[Reference]	[Amount]
Corporate card unsettled charges	[Card last 4 digits]	[Amount]
Total recoverable		[Amount]

Amounts Payable to Employee

Item	Claim No.	Approved (₹)
Travel / conveyance claims	[Claim No.]	[Amount]
Medical / other reimbursements	[Claim No.]	[Amount]
Excess deposit or imprest refund	[Claim No.]	[Amount]
Total payable		[Amount]

Tax and Payroll Notes

Investment proofs received for final TDS calculation
Corporate card cancelled on [DD/MM/YYYY]
Net amount communicated to payroll for F&F
Employee informed of the breakup

Net Recovery / (Payable) to be adjusted in F&F (₹)
Finance Remarks

Prepared by
[Accounts Executive]
Date: [Date]

Approved by
[Accounts Manager]
Date: [Date]

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What this template includes

Outstanding loan and advance balances with amounts
Imprest and petty cash reconciliation
Corporate card statement and unsettled charges
Pending reimbursement claims payable to the employee
Tax items: investment proofs and TDS for final salary
Net amount to be recovered or paid through F&F
Accounts sign-off

When to use it

Before HR sends an employee's details for F&F calculation
The employee holds a travel advance, cash imprest or corporate card
A salary loan or advance is being repaid in instalments
There are pending reimbursement claims to be paid out

How to customise this template

1Add items specific to your company such as vehicle loan or relocation bond
2Pull balances from your accounting software as on the last working day
3Insert the cut-off date for submitting final claims
4Route the form to payroll after signature

HR tips

Pay pending genuine claims; do not only recover amounts
Recover only amounts the employee owes under a written agreement or policy
Share the breakup with the employee to avoid disputes
Cancel the corporate card on the last working day

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Frequently asked questions

Can the company recover a salary advance from F&F?+

Yes, an outstanding advance or loan can usually be adjusted against the final settlement where the employee agreed to it in writing or company policy provides for it.

What happens to pending reimbursements when an employee leaves?+

Valid claims submitted within the cut-off are normally paid with the full and final settlement. Finance should list them on the clearance form.

Who signs the finance exit clearance?+

An authorised person from accounts or finance, usually the accounts manager, after checking all ledgers for the employee.

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]

ADMINISTRATION EXIT CLEARANCE

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

Employee Name
Employee ID
Department
Work Location
Last Working Day

Items and Facilities

Item / Facility	Issued (Yes / No)	Returned (Yes / No)	Recovery (₹)	Remarks
Employee ID card			[Amount]
Access / swipe card			[Amount]
Cabin, drawer and locker keys			[Amount]
Parking sticker / pass			[Amount]
Transport / shuttle pass			[Amount]
Canteen card / coupons			[Amount]
Company mobile / SIM (if admin-managed)			[Amount]
Stationery, visiting cards, uniform			[Amount]

Accommodation (if applicable)

Guest house / company flat address
Date of vacating
Inventory checked with employee (Yes / No)
Damages noted
Utility bills settled up to

Form · Word

Admin Exit Clearance

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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
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
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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]

DEPARTMENT CLEARANCE FORM

Department:: [Department]
Date:: [Date]

Employee Name
Employee ID
Designation
Head of Department
Successor / Interim Owner
Last Working Day

1. Work Handover

Activity / Responsibility	Status	Handed Over To
[Activity 1]	[Completed / Pending]	[Successor Name]
[Activity 2]	[Completed / Pending]	[Successor Name]
[Activity 3]	[Completed / Pending]	[Successor Name]

2. Records and Department Items

Department files and registers returned
Soft copies saved on shared drive
Samples, demo kits or instruments returned
Tools and equipment returned to section in-charge
Department stamp or seal returned, if held

Form · Word

Department Clearance Form

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[Company Logo][Company Name]

ASSET CLEARANCE FORM

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

Employee Name
Employee ID
Designation
Department
Work Location
Last Working Day

Assets Issued and Returned

S. No.	Asset Description	Asset Tag / Serial No.	Date Issued	Date Returned	Condition	Received By	Recovery (₹)
1	[Laptop]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Good / Damaged / Missing]	[Name]	[Amount]
2	[Mobile phone]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
3	[Vehicle / two-wheeler]	[Registration No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
4	[Tools / sample kit]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]
5	[Other]	[Tag No.]	[DD/MM/YYYY]	[DD/MM/YYYY]		[Name]	[Amount]

Total Recovery (₹)
Basis of recovery (Asset Policy clause)
Remarks

Declaration

Form · Word

Asset Clearance Form

Download .docx

Finance Exit Clearance

Preview of the form

Employee Details

Amounts Recoverable from Employee

Amounts Payable to Employee

Tax and Payroll Notes

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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