EMPLOYEE EXIT FORMALITY FORM
EMPLOYEE INFORMATION
Employee Name: ________________________________
Employee ID: ______________
Department: ________________________________
Position/Designation: ________________________________
Reporting Manager: ________________________________
Last Working Date: ________________________________
Reason for Leaving: ________________________________
HANDOVER CHECKLIST
Work Responsibilities
All ongoing projects documented and handed over to: ________________
Project files and documents transferred
Client/customer information transferred to: ________________
Pending tasks list prepared and shared
Knowledge transfer sessions completed
Standard Operating Procedures (SOPs) updated
Documentation
All work-related files organized and transferred
Digital files backed up and accessible to team
Physical files sorted and labeled
Password list for work accounts provided to: ________________
COMPANY PROPERTY RETURN
IT Equipment
Laptop/Desktop Computer - Serial No: ________________
Monitor(s) - Qty: ______
Keyboard and Mouse
Headphones/Headset
Webcam
Mobile Phone - IMEI: ________________
Chargers and Cables
Other IT accessories: ________________________________
Access Cards & Keys
Office Access Card/ID Badge
Parking Card
Locker Keys
Office Keys
Vehicle Keys (if applicable)
Other Company Property
Books/Manuals
Stationery Items
Company Credit Card
Uniform/Company Branded Items
Other items: ________________________________
IT Department Verification:
Name: ________________ Signature: ________________ Date: ________
Admin Department Verification:
Name: ________________ Signature: ________________ Date: ________
ACCOUNT CLOSURE & ACCESS REVOCATION
IT Systems
Email account deactivated
System login access revoked
VPN access removed
Software licenses deactivated
Cloud storage access removed
Database access revoked
Application-specific access removed
Facilities
Office access card deactivated
Parking access removed
Canteen/Cafeteria account settled
Library account cleared
IT Security Confirmation:
Name: ________________ Signature: ________________ Date: ________
FINANCIAL CLEARANCES
HR Department
Final salary calculation completed
Leave encashment processed
Bonus/Incentive payments settled
Expense reimbursements cleared
Loan recovery completed (if applicable)
Insurance formalities completed
PF/Gratuity documentation prepared
Outstanding Amount (if any): ₹ ________________
Recovery Required: ₹ ________________
Accounts Department
Advance payments recovered
Petty cash settled
Company credit card dues cleared
Vendor payments (if handled) transferred
Accounts Clearance:
Name: ________________ Signature: ________________ Date: ________
KNOWLEDGE TRANSITION
Team Handover
Team briefed about transition
Contact lists shared with replacement
Meeting schedules transferred
Ongoing commitments documented
Client/Stakeholder Communication
Clients informed about transition
Introduction to replacement completed
Pending client issues documented
Manager's Confirmation:
Name: ________________ Signature: ________________ Date: ________
EXIT INTERVIEW
Conducted by: ________________________________
Date: ________________ Time: ________________
Feedback Areas Covered:
Job satisfaction
Work environment
Management feedback
Suggestions for improvement
Reason for leaving (detailed)
HR Representative:
Name: ________________ Signature: ________________ Date: ________
FINAL APPROVALS
Department Head Approval
All departmental formalities completed satisfactorily
Name: ________________________________
Designation: ________________________________
Signature: ________________ Date: ________
HR Final Clearance
All exit formalities completed. Employee cleared for relieving
Name: ________________________________
Designation: ________________________________
Signature: ________________ Date: ________
Finance Approval
All financial obligations settled
Name: ________________________________
Designation: ________________________________
Signature: ________________ Date: ________
EMPLOYEE DECLARATION
I, _________________________, hereby declare that:
1. I have returned all company property in my possession
2. I have completed the handover of all my responsibilities
3. I have no outstanding obligations to the company
4. I will maintain confidentiality of company information as per my employment agreement
5. I will not solicit company employees or clients for _______ months (as per policy)
Employee Signature: ________________ Date: ________
RELIEVING LETTER ISSUED
Date of Issue: ________________
Issued by: ________________________________
Signature: ________________
Form Completion Date: ________________
HR Executive: ________________________________
Final Status: ☐ Cleared ☐ Pending (Specify reason): ________________
Note: This form must be completed and signed by all relevant departments before the employee's last
working day. Original copy to be retained in employee file, copy to be provided to the departing employee.
