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Registering in the State or country where the registrant or applicant resides in is important especially if he will be operating a business or will be running a company within the country’s location. One of the most known documents that company owners must have on hand is a clearance certificate which will vary on what type of clearance process the company will be needing to accomplish for its business. To apply for this certificate form, varieties of company clearance certificates must be fulfilled and submitted before any company business operation will be conducted and executed.

What Is a Company Clearance Form?

Company clearance forms are documents which are significant to be used for documenting an approval of an action or a specific process to proceed. The importance of filling out and submitting company clearance forms is to ensure that a company is operating legally and with the authorization of any governing body in a State whose role centers on managing and mandating business rules and regulations.

Who Are the Target Users of Company Clearance Forms?

The target users of company clearance forms are the company officers themselves, such as the owner and the partnering organizations, as well as the company’s employees. For the owners, they will be required to submit particular company clearance forms for them to have the approval of the State in administering services and providing products to their clients as well as for hiring employees and conducting their businesses. On the other hand, employees who will be needing to use a type of company clearance form are often those who will be leaving the company or will be requesting to execute a process within the company’s premises.

Varieties of Company Clearance Forms

There are several varieties of company clearance forms which can be created and used by companies and organizations. Below are some of the common varieties of company clearance forms:

Company Business Clearance Form – Among the other varieties of company clearance form, this document is one which is widely and globally used for business companies. The form is intended to inform the authorities of a State or a country that a company will begin operating their business. In the form, the company representative or the owner who will be filling out the fields will be presented with four sections or four steps. Each section is allotted to cater different pieces of information that will allow the State’s authorities in getting to know more about the applying company. The first section of the form will collect the company’s business information such as the type of business that the company will be operating, the structure type of the establishment where the company’s office will be located, and even the contact details of the company. In addition, the first section will also indicate the main purpose of the company for filling out the form whether to inform the authorities about a change of ownership, to review or verify the compliance of their business, or to simply notify and request for a business clearance certificate. The second section of the form will highlight the requirements or legal forms to be submitted by the company for them to be able to begin the clearance process that they desire. A checklist table is incorporated in this section wherein the staff of the State’s authority will be marking the boxes beside each designated requirement.

The third section of the form is intended to be filled out by the different agencies and organizations assigned for every aspect of building a business such as the zoning division agency, building inspectors, and fire marshals. Other authorities include the environmental health organization, food and drug administration, and even the sheriff and the police department. In the fourth section of the form, the indication of whether the company has met the standards and requirements needed for the clearance will be stated along with the decision of the authorizing organization of whether or not the company will be granted with an approval.

Company Business Clearance Form

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Size: 242 KB

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Company Employee Exit Clearance Form – This form is allotted to be completed by an employee who will be leaving the company. A company employee exit clearance form is a significant document which is included as one of the paperwork to be submitted by an employee before he will be granted with the permission to finalize his leave. The purpose of the form is to ensure that the employee has returned all the necessary materials which are owned by the company supplied to him as part of his job. Also, the form determines the type of other documents that the employee will be required to accomplish prior to his leave. In the form, the employee will be presented with three sections labeled A, B, and C. Section A of the form is also known as the employee information section which will have the name of the leaving employee, his citizenship identification card number, and all other personal details of him. In the form’s section B, the signatures of the company’s authorized officers ranging from the manager of the employee, the company’s accountant, and even the payroll department and human resource department officers will be affixed to indicate that there are no objections with regards to the employee’s intent to leave. The last section of the form or the section C is not to be filled out but to be noted by the employee since this is where the instructions of where the completed clearance form will be passed on after the authorized officers have agreed and affixed their signatures in their allotted signature blocks.

Company Employee Exit Clearance Form

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Size: 75 KB

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Company Name Clearance Application Form – The purpose of using a company name clearance application form is to inform the authorities about the intent of a company to use a specific name for their business organization. The name stated in the form will then be verified by the authorities to determine if the name is available to be used and that there is not a single company which has the same name in the country or State. This document is also in a formal letter format which consists of a heading containing the address and contact information of the recipient and sender, the salutation section for the recipient, the body which will have the list of the company’s proposed names to be used, a closing statement, and the signature block to collect the signature and name of the sender or the applicant who is the representative of the company.

Company Name Clearance Application Form

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Size: 44 KB

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Company Security Clearance Application Form – This is another variety of company clearance form which is to be used by the employees of a company or the applicants in a company. The form ensures that an individual is a security clearance certificate holder for him to be eligible in carrying out the jobs, roles, and responsibilities related to the company’s safety and security. In the form, the applicant’s level or type of security clearance certificate will be disclosed as to whether he is a holder of a confidential security clearance, a secret security clearance, or a top-secret security clearance certificate. The biological information of the applicant is also needed to be stated in the form ranging from his full legal name up to his place of residency. The type of security screening test that the applicant has already taken from the State government should also be indicated in the form along with the date of when the test was conducted. The applicant’s marital status, common relatives, and immediate relatives are to be listed in the form as well to gather the personal background of the applicant. In addition, the applicant’s criminal history, residence information, employment history, assets and travel histories are also to be stated in the form. And just like a basic job application form, the applicant will also be required to key in his character references who will be contacted by the company to verify the applicant’s claims and stated background details.

Company Security Clearance Application Form

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Size: 84 KB

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Company Tax Clearance Certificate Application Form – Fulfilling the State’s tax laws are important especially for companies and business organizations. For this, a company must fill out a company tax clearance certificate application form which is just one of the documents to be submitted for tax purposes. The form has eight sections wherein the first section will state the name of the applicant or the applying company along with the business office address. The second section of the form will be for specifying the purpose of why the clearance is needed and where it will be used by the company for. In the third section of the form, the applicant or the applying company will need to indicate the tax reference number to be used for the clearance process. The fourth section of the form centers on whether the applicant’s company is a member of a partnership or association which can affect the company’s tax obligations. The previous business activities of the company will have to be disclosed in the fifth section of the form which will then be followed by additional information about their employment, residency, and a declaration statement in the succeeding sections.

Company Tax Clearance Certificate Application Form

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  • PDF

Size: 215 KB

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How to Create a Basic Company Clearance Form

Creating a basic company clearance form is easy especially by following the steps as a guide below:

  • Step 1: Make a basic header. The header is essential for indicating an ownership for the document being created. In the header, the name of the organization where the form will be submitted should be stated as the title along with the organization’s logo, address, and contact information. After the header is created, a set of instructions for the applicant or the user of the form can be incorporated below the header. This, however, is optional depending on the preference of the organization and the need for instructing applicants in filling out the form.
  • Step 2: Enlist options or selections for categorizing the purpose and intents of the applicant. The options should allow the applicant in indicating what his purpose of using the form will be. For instance, if the applicant is using the company clearance form for informing the organization about the updates of his company, then he should indicate that his intents were to merely inform updated information. On the other hand, a new application option should be allotted for new applicants as well.
  • Step 3: Allocate an applicant information section. An applicant information section is also known as the general or personal information wherein the applicant will be required to disclose his particulars from his name up to his date of birth, place of residence, and his social security number.
  • Step 4: Create a table for the company background details. Since the form is intended for companies, there should be a recent company activity list which should highlight the business activities that the company currently managed in relation to their need for a clearance certificate.
  • Step 5: Add a section for the contact person’s information. In the event that the applicant will not be the direct contact person that the organization can reach out for inquiries and questions relating to the application, then another contact person must be assigned. The details including the contact person’s availability and sets of contact numbers should be collected in this section of the form.
  • Step 6: Enlist the requirements to be fulfilled by the applicant. The requirements can be enlisted in a table where the applicant can mark the documents that he has on hand and ready to be submitted along with the clearance form.
  • Step 7: Make a signature block. This should be able to cater to the signatures of all individuals or authorities who will conduct the verification of the applicant’s claims.

After creating the form, this must be kept along with all other documents which are related to the clearance process including legal forms and even recording instruments. This allows the organization to have a well-organized strategy in keeping paperwork ready for their clients, applicants, and even their partnering organizations and authorities who will execute the procedures of the clearance and provide approval to every type of clearance application.

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