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Employee exit form template

Close out a departure properly: property, access, pay and feedback.

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How to make a employee exit form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the employee exit form and share it, print it or add it to your website.

About this employee exit form

When someone leaves, a few things must happen every time: company property comes back, system access is removed, final pay and leave are settled, and you learn why they’re going. An exit form, sometimes called a clearance form, keeps all of that on one page with sign-off from each department.

The second part is a short exit interview. Honest answers about why people leave are some of the most useful feedback a business can get.

What’s on the employee exit form

The template has 4 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Employee: Name; Employee ID; Job title; Department; Last working day; Reason for leaving (choose one: Resignation, End of contract, Retirement, Termination, Other)
  • Clearance checklist: Return and access table (Item, Returned / done, Checked by, Date); Final settlement (tick all that apply: Final salary processed, Leave balance settled, Expenses cleared, Loans or advances recovered, Experience / relieving letter issued); Knowledge handover completed to
  • Exit interview: Main reason for leaving; What did you enjoy most about working here?; What could we have done better?; How would you rate your overall experience? (rated Very poor to Excellent); Would you consider working here again? (yes or no)
  • Sign-off: Employee signature with date; HR signature with date

Tips

  • Remove system access on the last working day, not later.
  • Hold the exit interview with someone other than the direct manager for more honest answers.
  • Record any knowledge handover so work isn’t lost.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

Is an exit interview compulsory?

Usually not. Employees can decline. Make it clear that answers won’t affect references or final pay.

What is a clearance form?

In many Indian companies, the exit or “no dues” clearance is signed by IT, admin, finance and the manager to confirm nothing is outstanding before full and final settlement. The checklist section works the same way.

Can I get the employee exit form as a Word document?

Yes. Choose “Word” under “Save as” to download a .docx file you can keep editing in Microsoft Word, Google Docs or LibreOffice.

Can I add my logo to the employee exit form?

Yes. Add your organisation’s name, a contact line and a logo in “Form details”. The logo is placed into the file on your device and is never uploaded.

Can I change the questions on the employee exit form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

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