An ID card return form is a short receipt confirming that an employee has surrendered their company photo identity card and holder. Admin collects it on the last working day, on transfer or when a card is reissued, and the signed copy closes the ID card item on the exit clearance.
Replacement / loss charge (if applicable): ₹[Amount]
Security informed on
[Date]
Admin Actions
ID card register updated
Security / reception informed that card is invalid
Linked door access deactivated (if any)
Exit clearance form marked
I, [Employee Name], have surrendered my company ID card as recorded above. I understand that I may not use any company identity card or represent myself as an employee of [Company Name] after the effective date.
Employee [Employee Name] Date: [Date]
Received by [Admin Name] Administration Date: [Date]
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Frequently asked questions
What should happen to a returned employee ID card?+
It should be marked in the register, then punched, shredded or otherwise made unusable as per company practice. Security should be informed that the card is invalid.
What if a resigning employee has lost the ID card?+
The employee should give a written declaration of loss. Admin records it, informs security and may apply any replacement charge stated in the policy.
Is a separate form needed if the ID card is also an access card?+
No, one form can cover both, but make sure door access is deactivated in the access control system as well.