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HR Exit Checklist

The HR exit checklist lists every task the HR team owns when an employee leaves, from logging the resignation to closing the personnel file. It covers statutory steps such as PF and ESI exit marking, F&F coordination, gratuity, and issuing relieving and experience letters.

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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)

Conduct exit interview and record feedback
Collect signed exit clearance form
Confirm assets returned and access deactivated
Collect gratuity claim form if eligible
Update personal email and address for future communication

D. After exit (owner: HR and Payroll)

Prepare full and final settlement and get approval
Pay F&F and share the statement with the employee
Mark date of exit on EPFO and ESIC portals
Process gratuity payment where eligible
Issue relieving letter and experience letter
Remove from group insurance and other benefits
Issue Form 16 as per schedule
Close and archive the personnel file

Prepared by
[HR Name]
Date: [Date]

Verified by
HR Manager
Date: [Date]

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What this template includes

Resignation logging and acceptance tasks
Coordination with manager, IT, admin and finance
Exit interview scheduling and recording
Statutory steps: PF and ESI exit date, gratuity, Form 16
F&F calculation review and approval
Letters issued and personnel file closure
Owner and due-date columns for accountability

When to use it

HR is processing any separation and wants nothing missed
A new HR executive is learning the offboarding process
Several exits happen in one month and you need consistency
Auditors or management review offboarding compliance

How to customise this template

1Assign owners by name for each block of tasks
2Set due dates relative to the last working day (LWD minus 7, LWD, LWD plus 30)
3Add state-specific requirements such as Shops and Establishments registers
4Link each item to the template you use for it

HR tips

Mark the date of exit in the EPFO and ESIC portals promptly after the last day
Process F&F within your policy timeline and any applicable legal deadline
Close insurance and add the leaver to the alumni list if you have one
Archive the file securely rather than deleting records you may need later

Exit processing involves statutory obligations such as PF, ESI, gratuity and wage payment timelines. Use this checklist as a starting point and confirm requirements under applicable labour laws, the Labour Codes and state rules, with professional advice where needed.

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Frequently asked questions

What are the HR exit formalities in India?+

Typically: accept the resignation, coordinate handover and clearance, conduct the exit interview, update PF and ESI exit details, calculate and pay full and final settlement, process gratuity where eligible, and issue relieving and experience letters.

When should HR update the date of exit on the EPFO portal?+

After the employee's last working day, as part of offboarding. Doing it promptly helps the employee transfer or withdraw PF without delays.

How long should HR keep a former employee's records?+

Retention periods depend on the laws and registers that apply to your establishment. Keep records securely for at least the period your legal adviser recommends.

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
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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
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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 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]

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

Form · Word

Finance Exit Clearance

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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]

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
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Project Handover Checklist
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HR Exit Checklist

Preview of the checklist

A. On receipt of resignation (owner: HR Executive)

B. During notice (owner: HR Business Partner)

C. On last working day (owner: HR Executive)

D. After exit (owner: HR and Payroll)

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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