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Employee Clearance Form Template

Streamline Your Employee Offboarding Process with Ease

Managing employee offboarding can be complex, especially when you need to track clearances and verify compliance. This Employee Clearance Form template is designed to help HR professionals and managers efficiently collect all necessary clearance information from departing employees. With this template, you can simplify record-keeping for background checks, health clearances, and security protocols, maintain organizational compliance, and ensure that no important details are overlooked. Use this live template to manage your offboarding process with confidence.

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Employee full name
Employee ID
Department
Job title
Manager or supervisor full name
Work email
Last working day
Reason for separation
Resignation
End of contract
Redundancy or layoff
Termination for cause
Retirement
Mutual agreement
Prefer not to say
Other
Please Specify:
Items issued to the employee (select all that apply)
Please Specify:
All company property has been returned in good condition
Yes
No
Not applicable
Access cards and physical keys returned
Yes
No
Not applicable
Asset details, serial numbers, and notes (include missing or damaged items)
Corporate credit card returned or cancelled
Yes
No
Not applicable
Email and domain account disabled
Yes
No
Not applicable
Multi-factor authentication and authenticator apps removed
Yes
No
Not applicable
VPN access removed
Yes
No
Not applicable
Access to business applications removed (e.g., CRM, HRIS, finance tools)
Yes
No
Not applicable
Systems or data requiring special handling (details)
Data handover completed and stored per policy
Yes
No
Not applicable
Final timesheet submitted
Yes
No
Not applicable
Expense reports submitted
Yes
No
Not applicable
Benefits offboarding discussed (e.g., continuation options)
Yes
No
Not applicable
Notes on final pay, benefits, or deductions
Non-disclosure and intellectual property obligations reaffirmed
Yes
No
Personal email
Personal phone number
Forwarding mailing address
Consent to be contacted for exit matters or alumni outreach
Yes
No
Employee name
Employee signature (type your full name)
Employee signature date
Manager or supervisor name
Manager or supervisor signature (type full name)
Manager or supervisor signature date
HR representative name
HR representative signature (type full name)
HR representative signature date
{"name":"Employee full name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Employee full name, Employee ID, Department","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
paper art illustration related to employee clearance form template and FormCreatorAI

When to use this form

Use this clearance form whenever an employee resigns, is terminated, or transfers to a new role. It helps you, HR, IT, and managers collect badges, laptops, and keys; revoke system access; and confirm final pay and benefits. It is useful for small teams that need a simple checklist and for large orgs that must document compliance. For smoother offboarding, pair it with an Employee offboarding checklist form and log final actions alongside your Employee separation form. When the person moves internally, you can set due dates for returns and handovers. The result: no missing assets, clean handovers, and a secure, auditable trail.

Must Ask Employee Clearance Questions

  1. Which company assets are you returning today (laptop, phone, badges, keys, credit cards)?

    This prompts a complete inventory so you do not miss high-value items. Recording details and condition reduces loss and speeds finance reconciliation.

  2. Which systems, tools, and facilities should we disable your access to, and when?

    Clear targets and timing let IT schedule removals without blocking your final tasks. It also lowers security risk by closing accounts on time.

  3. Have all files, passwords, and active work been handed to a named owner?

    This secures continuity for customers and teammates. If deeper role transition is needed, link the handover to a Succession planning form.

  4. What final pay items and benefits should we process, and where should we send them?

    Listing PTO payout, expenses, or commissions prevents payroll tickets later. A verified mailing or direct deposit destination ensures accurate delivery.

  5. Do you own vendor accounts, shared inboxes, or licenses that must be reassigned or closed?

    Knowing this early helps avoid service gaps and unexpected charges. For vendor-specific steps, coordinate with a Vendor offboarding checklist form.

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