Employee clearance forms are documents which are to be completed by employees who will be leaving their jobs for good either due to immediate termination, voluntary resignation, or retirement. With the form, the company will be able to know the materials and equipment that the employee had returned and the requirements that the employee have submitted.

Types of Employee Clearance Forms

Academy Employee Clearance Form – In this form, the academy employee will only need to fill out the first section which is for his name, address, classification, department, phone number, and signature. Additionally, the separation date of the employee and the department’s head signature should also be indicated in the first section. On the other hand, the second section is intended for the signatures of the authorized representative of each department in the academy including the human resources and accounting departments for indicating the items that the employee returned and had submitted.

Academy Employee Clearance Form

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Size: 27 KB

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Contract Employee Exit Clearance Form – Contract employees are those who are only hired for a specific period to render and complete a specific job in the company. Compared to regular employees, contract employees will become permanent employees. In lieu of this, contract employee exit clearance forms will have to be used by contract employees who will be resigning and be ending their contract with the company. The form has two main sections which are for indicating the fulfilled requirements of the separating employee or contract officer. Other parts of the form will state the name of the employee along with his position and signature.

Contract Employee Exit Clearance Form

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Size: 122 KB

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Employee Departure Clearance Form РFour sections comprise this form type and the last section specifies the list of employee categories and their corresponding departure instructions. Moreover, to complete the form, the departing employee must disclose his name, employee identification number, date of the last day of his employment, the type of departure whether it is a voluntary separation or a termination, and his address and contact information. A table which contains the list of departments where the employee must obtain approvals is the content of the second section while the third section will be for stating the insurance termination date of the employee and the date when his retirement insurance will begin.

Employee Departure Clearance Form

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Size: 162 KB

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Retiring Employee Clearance Form – Employees who have reached the eligible retirement age will be the ones who will be needing this form type which contains three sections. The retiring employee will not be the one who will fill out the form rather his department manager or supervisor. The name of the retiring employee and his identification number, department, and the date of the last day of his work will have to be disclosed by the manager in the first section of the form. The succeeding sections are for the clearance requirements and remarks of the individual departments in the company.

Retiring Employee Clearance Form

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Size: 14 KB

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How to Use a Fillable Employee Clearance Form

A fillable employee clearance form is a type of document in a specific format which allows the user to immediately fill in his data and information in the allotted areas of the form. The format of this form is the “.PDF” format or the portable document file format. And although forms in “.DOC” and “.XLS” formats can also be filled out by any user, a “.PDF” format is preferable since it locks the rest of the contents of the form which then only permits the user to input his entries and not edit the layout or the form’s contents. Furthermore, to use a fillable employee clearance form, the user will simply have to click on the allotted placeholders beside each item on the form and input the required information. And after the form is filled out, it can be printed out and be submitted to the company and its authorized representatives.

Employee Clearance Form Sample

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Size: 187 KB

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Employee Clearance Form in DOC

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Size: 23 KB

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How to Get an Employee Clearance Form

In order to get an employee clearance form, the separating employee must inform his department head or manager about his intent to leave the form. After being notified, the manager must relay the information to the human resource’s authorized personnel who is assigned to handle employment termination cases. This is when the authorized personnel will provide the employee clearance form to be completed by either or both the employee and his manager. Once the allotted sections are completed, the clearance form should be addressed to the departments who will clear the employee’s responsibilities and obligations to approve his termination or separation.

Employee Exit Clearance and Release Form

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Size: 237 KB

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Employee Exit Clearance Form

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Size: 75 KB

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Employee Final Separation Clearance Form

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Size: 134 KB

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Employee Clearance Form FAQs

What happens after an employee clearance form is completed?

After an employee and his manager submit the completed employee clearance form, the employee will be required to undergo an exit interview. During the interview, the employee will be asked several questions relating to his stay and experience in the company. Although an exit interview is not required by the law, most companies include this process and deem it necessary for obtaining the thoughts, opinions, and evaluations of their separating employees.

What other clearance forms are used by companies aside from employee clearance forms?

There are many other clearance forms that companies must use, fill out, and submit however most of which are related to establishing the company’s business, and not directly related to an employee’s exit. Nevertheless, some of the basic clearance forms that companies use are business clearance permits, operating clearances, and contractor clearance forms. In addition, a return to work clearance is one type of form that an employee must submit, however, it is not for separating or exiting the company but for proving that he can get back to work after a sick leave or after an absence due to an acquired injury.

Fillable Employee Clearance Form

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  • PDF

Size: 64 KB

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Separating Employee Clearance Form

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Size: 43 KB

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To conclude, employee clearance forms are important, not only for the company but also for the employee. With a completed and signed clearance form, the employee will be able to prove that he does not have any pending obligations in the company, be it financial or non-financial matters. However, if during the clearance process the employee is not cleared, then the actions to be taken by the employee can be specified to help the employee in clearing his status in the company.

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