An employee clearance form, or an exit clearance form, is used by a company to assure that a resigning employee is already free from all his/her responsibilities to the business and s/he is already cleared from being connected with the company and its processes. You may also see medical clearance forms.
This post includes a list of sample employee clearance forms that you may use as guides in creating the exit clearance form template that your company may give to its resigning employees before their effective date of resignation. More so, we have other kinds of sample forms available for download in the link provided for additional references.
Download Employee Clearance Form Bundle
Government Employee Clearance Form
Employee Information:
- Name: ___________________________________________
- Position: ___________________________________________
- Department: ___________________________________________
- Employee ID: ___________________________________________
- Contact Number: ___________________________________________
- Email Address: ___________________________________________
Clearance Details:
- Last Working Day: ___________________________________________
- Department Transferring To: (If applicable) _________________________
Departmental Clearance:
- Keys and Access Cards:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Office Equipment (Laptop, Phone):
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Library Materials:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Financial Clearance:
- All dues cleared: ? Pending: ?
- Remarks: ________________________________
- Documentation and Reports:
- Submitted: ? Not Submitted: ?
- Remarks: ________________________________
- Other Materials or Tools Assigned:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
Human Resources:
- Final Paycheck Cleared: ? Yes ? No
- Employee File Updated: ? Yes ? No
- Benefits and Entitlements Settled: ? Yes ? No
- Exit Interview Completed: ? Yes ? No
- Comments: _______________________________________
Signature of Department Head:
- Name: ___________________________ Signature: _________________________ Date: ________
Signature of HR Representative:
- Name: ___________________________ Signature: _________________________ Date: ________
Employee Signature:
- I acknowledge that all information is correct and all company properties have been returned as per the checklist above.
- Name: ___________________________ Signature: _________________________ Date: ________
Clearance Form for Resigned Employee
Employee Information:
- Name: ___________________________________________
- Position: ___________________________________________
- Department: ___________________________________________
- Employee ID: ___________________________________________
- Date of Resignation: ___________________________________________
- Last Working Day: ___________________________________________
Clearance Checklist:
1. Company Property:
- Keys and Access Cards:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Office Equipment (e.g., Laptop, Phone):
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Uniforms/Workwear:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
2. Financial and Administrative Clearances:
- Outstanding Advances or Loans:
- Cleared: ? Pending: ?
- Remarks: ________________________________
- Expense Reports:
- Submitted: ? Not Submitted: ?
- Remarks: ________________________________
- Final Paycheck Details:
- Processed: ? Pending: ?
- Remarks: ________________________________
3. Documentation and Confidential Information:
- Work-Related Documents and Files:
- Submitted: ? Not Submitted: ?
- Remarks: ________________________________
- Confidential Information:
- Secured: ? At Risk: ?
- Remarks: ________________________________
4. IT Department:
- Email and Network Access:
- Deactivated: ? Not Deactivated: ?
- Remarks: ________________________________
- Software and Licenses:
- Reclaimed: ? Not Reclaimed: ?
- Remarks: ________________________________
5. Human Resources:
- Benefits and Entitlements:
- Settled: ? Pending: ?
- Remarks: ________________________________
- Exit Interview:
- Completed: ? Not Completed: ?
- Remarks: ________________________________
Signatures:
- Department Head:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- HR Representative:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- Employee Signature:
- I acknowledge that all information is correct and all company properties have been returned as per the checklist above.
- Name: ___________________________
- Signature: _________________________
- Date: ________
Employee Clearance Form for Restaurant
Employee Information:
- Name: ___________________________________________
- Position: ___________________________________________
- Department: (e.g., Kitchen, Service, Management) ___________________________________
- Employee ID: ___________________________________________
- Date of Resignation: ___________________________________________
- Last Working Day: ___________________________________________
Clearance Checklist:
1. Restaurant Property:
- Uniforms and Apparel:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Keys to Restaurant/Secure Areas:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Equipment (e.g., Knives, Tools):
- Returned: ? Not Returned: ?
- Remarks: ________________________________
2. Financial Obligations:
- Cash Handling Clearances:
- Cleared: ? Pending: ?
- Remarks: ________________________________
- Employee Tabs or Outstanding Payments:
- Settled: ? Unsettled: ?
- Remarks: ________________________________
3. Administrative Responsibilities:
- Shift Duties and Responsibilities Handed Over:
- Completed: ? Pending: ?
- Remarks: ________________________________
- Documentation (Recipes, Manuals, Guides):
- Submitted: ? Not Submitted: ?
- Remarks: ________________________________
4. IT and Security:
- POS System Access:
- Revoked: ? Not Revoked: ?
- Remarks: ________________________________
- Security Codes Changed:
- Done: ? Not Done: ?
- Remarks: ________________________________
5. Human Resources:
- Final Paycheck:
- Processed: ? Pending: ?
- Remarks: ________________________________
- Tips and Gratuities Settled:
- Settled: ? Pending: ?
- Remarks: ________________________________
- Exit Interview:
- Completed: ? Not Completed: ?
- Remarks: ________________________________
Signatures:
- Restaurant Manager:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- HR Representative:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- Employee Signature:
- I acknowledge that all information is correct and all restaurant properties have been returned as per the checklist above.
- Name: ___________________________
- Signature: _________________________
- Date: ________
Employee No Dues Clearance Form
Employee Information:
- Name: ___________________________________________
- Department: ___________________________________________
- Position: ___________________________________________
- Employee ID: ___________________________________________
- Last Working Day: ___________________________________________
Clearance from Departments:
1. IT Department:
- Return of Equipment (Laptops, Mobiles, etc.):
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Access Revocation (Email, Software Licenses):
- Completed: ? Pending: ?
- Remarks: ________________________________
2. Library/Resource Center:
- Books and Materials:
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Membership Cancellation:
- Completed: ? Pending: ?
- Remarks: ________________________________
3. Finance Department:
- Outstanding Loans or Advances:
- Cleared: ? Pending: ?
- Remarks: ________________________________
- Reimbursements and Claims:
- Processed: ? Not Processed: ?
- Remarks: ________________________________
4. Human Resources:
- Leave Settlement:
- Completed: ? Pending: ?
- Remarks: ________________________________
- Benefits and Final Pay:
- Processed: ? Not Processed: ?
- Remarks: ________________________________
5. Administration:
- Company Property (Keys, Badges):
- Returned: ? Not Returned: ?
- Remarks: ________________________________
- Workspace Clearance:
- Cleared: ? Not Cleared: ?
- Remarks: ________________________________
Signatures:
- Department Supervisor:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- HR Representative:
- Name: ___________________________
- Signature: _________________________
- Date: ________
- Employee Signature:
- I acknowledge that all my dues have been cleared and all company properties have been returned as stated above.
- Name: ___________________________
- Signature: _________________________
- Date: ________
Browse More Templates On Employee Clearance Form
Employee Exit Clearance Form Word
Employee Clearance Form
Benefits of Clearance Form
- Clear Record Keeping: Ensures accurate and systematic recording of items or obligations that need to be returned or settled, which enhances organizational efficiency and minimizes losses.
- Security Management: By ensuring that access to premises, systems, and confidential information is appropriately revoked, clearance forms help maintain security protocols and protect sensitive data.
- Resource Management: Facilitates the recovery and reallocation of resources such as equipment, books, or uniforms, which can then be efficiently reused or maintained. You can also see more on Employee Exit Forms.
- Financial Integrity: Assists in the resolution of any outstanding financial issues such as dues, refunds, or deposits, thereby safeguarding the financial health of the institution or organization.
- Legal Compliance: Helps comply with legal and regulatory requirements by documenting the return of licensed or regulated items and the fulfillment of any final legal obligations.
- Dispute Prevention: Provides a clear and mutual acknowledgment of the items and responsibilities that have been cleared, reducing the potential for future disputes or misunderstandings.
- Efficient Transition: In the case of employee or student transitions, clearance forms streamline the process, ensuring that all necessary steps are completed before the individual departs from the organization or institution. You can also see more on Medical Clearance Forms.
- Positive Lasting Impression: A well-managed clearance process can leave a positive lasting impression on individuals, enhancing the reputation of the organization and potentially fostering future collaboration or re-engagement.
Clearance Form
Sample Clearance Form
Inclusions of an Employee Clearance Form
A basic employee clearance form includes the following details:
1. The date when the employee clearance form was given
2. The date of the employee clearance form accomplishment. You may also see return to work forms.
3. The basic information of the resigning employee, which includes
- the name of the employee,
- the employee identification card number,
- the designation or the job position of the employee,
- the department or division where the employee is assigned, and
- the service status of the resigning employee
4. The employee’s date of employment
5. The effective date of the employee’s resignation
6. The reason for the employee’s resignation letters
7. A list of the authorities of the business to assure that there is no objective with the employee’s resignation
8. A space dedicated for the signature and remarks of the authorities regarding the status of the resigning employee’s responsibilities to their department.You may also see application forms.
9. The items that the resigning employee needs to fulfill before his/her clearance will be signed. You may also see physical exam forms.
Aside from our samples of employee clearance form templates, you may also be interested to browse through and download our samples of Employee Evaluation Forms and Employee Application Forms.
Employee Exit Clearance Form
How to Apply for Clearance Form?
- Identify the Required Form: Determine which type of clearance form you need, such as police clearance, security clearance, or employment clearance based on your specific requirements.
- Visit the Relevant Authority: Go to the website or physical location of the relevant authority that issues the clearance form, such as a police department, government agency, or HR department.
- Gather Necessary Documentation: Collect all required documents that may include proof of identity (ID card, passport), proof of address, and possibly application fees.
- Complete the Application: Fill out the application form with accurate information. This may be done online or by filling out a paper form, depending on the issuing authority.
- Submit the Application: Submit your application along with all required documents and fees to the appropriate authority. This can often be done in person, via mail, or online.
- Schedule an Appointment: If necessary, schedule an appointment for an interview or to provide biometrics (fingerprints, photographs).
- Wait for Processing: Allow time for the application to be processed. Processing times can vary widely depending on the type of clearance and the specific procedures of the issuing body.
- Receive and Verify Clearance: Once your clearance form is issued, ensure that all the information is correct and store it securely for when you need to present it.
Final Clearance Form for Employee
Importance of an Employee Clearance Form
- Asset Recovery: Ensures that all company assets, such as equipment, tools, and access cards, are returned, preventing loss or theft of organizational property.
- Financial Clearance: Helps confirm that all financial obligations, including advances, loans, or expenses, are settled, protecting the financial integrity of the company. You can also see more on formal resignation.
- Access Revocation: Assists in managing security by ensuring that access to company systems, buildings, and sensitive information is revoked, reducing the risk of unauthorized access or data breaches.
- Compliance with Policies: Enforces organizational policies related to the return of assets and clearance of dues, ensuring consistent application of rules across all departing employees.
- Documentation of Departure: Provides a formal record of the terms under which an employee has left the organization, which can be useful for future reference, especially in legal or compliance matters.
- Smooth Transition: Facilitates a smooth transition by organizing the handover of responsibilities, documents, and ongoing projects to other team members or departments. You can also see more on sample request forms.
- Dispute Avoidance: Minimizes potential disputes related to employment termination by clearly documenting the fulfillment of all obligations by both the employee and the organization.
- Closure for Employees: Offers employees a sense of closure, ensuring that they leave the organization without any pending issues, which can contribute to a positive final impression of the employment experience.
Clearance Form for Employee
Employee Clearance Form Sample
How to Fill an Employee Clearance Form?
- Review the Form: Start by carefully reviewing the entire form to understand what information and signatures are required. Ensure you know which department or individual needs to verify each section, and what company properties or obligations need to be cleared. You can also see more on Employee Release Forms.
- Gather Required Information: Collect all necessary details such as employee ID, department, position, last working day, and any company-owned items in your possession (like keys, equipment, and access cards). Prepare to report any outstanding tasks, files, or documents you’re responsible for.
- Return Company Property: Ensure that all items listed on the clearance form that are in your possession are returned. This may include physical items like uniforms or equipment, as well as digital properties like company data stored on personal devices. You can also see more on Employee Notice Forms.
- Obtain Necessary Signatures: After completing your sections of the form, obtain signatures from the respective department heads or managers responsible for certifying the return of items and the completion of duties. This might include your direct supervisor, IT department, finance department, and HR department.
- Final Review and HR Submission: Review the form to ensure all sections are completed and all necessary signatures have been collected. Check for accuracy and completeness. Submit the completed form to the Human Resources department, who will finalize your offboarding process.
Simple Clearance Form
More so, the usage of an employee clearance form also helps the company in terms of the following processes:
1. It creates awareness with the dates when the employee has already been cleared in various departments. You may also see printable medical forms.
2. It assures the company that all the items like manuals and other business assets given to the employee, which is intended to be kept during his/her stay, have already been returned. You may also see music release forms.
3. It assures the management that the employee does not have any remaining balances and other obligations to the company. You may also see sports physical forms.
Other than our samples of employee clearance form templates, our samples of Employee Information Forms are also available for you to browse through and download in the link provided.
FAQ’s
1. What is a Employee Clearance Form?
An Employee Clearance Form is a document used by organizations during an employee’s departure. It ensures that the departing employee has returned company property, settled dues, and completed necessary exit procedures.
2. Why is Employee Clearance Important?
Employee clearance is crucial for a smooth transition when an employee leaves a company. It ensures the return of company property, protects sensitive information, and finalizes financial settlements, promoting organizational security and integrity. You can also see more on Employee Termination Forms.
3. What is the Use of Clearance Form?
A clearance form is used to verify that an individual or entity has fulfilled specific requirements or obligations. It ensures compliance and often precedes the granting of permissions or privileges.
4. What is the Purpose of the Exit Clearance Form?
The exit clearance form serves to officially confirm an individual’s departure from an organization. It ensures that all responsibilities, obligations, and company property have been settled or returned before leaving.
5. When Should I Fill out an Employee Clearance Form?
You should fill out an Employee Clearance Form when resigning or retiring from your position. It ensures the completion of necessary processes before departing, including returning company property and settling financial obligations. You can also see more on Exit Interview Forms.
6. How Long Does it Take to Process the Employee Clearance Form?
The processing time for the Employee Clearance Form varies, but it is advisable to submit it well in advance of your departure date to ensure a smooth and timely transition.
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