Employee Clearance Form Template for United Arab Emirates

A standardized document used in the United Arab Emirates to facilitate and document the formal clearance process when an employee leaves an organization. The form ensures compliance with UAE Federal Law No. 33 of 2021 (UAE Labor Law) and related employment regulations, providing a systematic approach to completing all necessary departure procedures. It includes various departmental clearances, confirmation of company property return, settlement of financial obligations, and necessary administrative sign-offs, serving as a legal record of proper employment termination and protecting both employer and employee interests.

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What is a Employee Clearance Form?

The Employee Clearance Form is a crucial document used in the United Arab Emirates when an employee leaves an organization, whether through resignation, termination, or end of contract. This document, mandated by UAE labor law principles and best practices, serves as a comprehensive checklist and record of all clearance procedures. It ensures that all company assets are returned, access credentials are revoked, financial settlements are completed, and necessary administrative procedures are followed. The form typically requires sign-offs from various departments including HR, Finance, IT, and Administration, making it an essential tool for proper employment termination documentation. It helps organizations maintain compliance with UAE Federal Law No. 33 of 2021 and protects both employer and employee interests during the separation process.

What sections should be included in a Employee Clearance Form?

1. Employee Information: Basic details including employee name, ID number, department, position, and last working day

2. IT Department Clearance: Confirmation of return of all IT assets, deletion of company data, deactivation of accounts and access credentials

3. Human Resources Clearance: Verification of outstanding leave, visa status, emirates ID cancellation, and completion of exit interview

4. Finance Department Clearance: Confirmation of settlement of any financial dues, loans, or advances, and status of final settlement

5. Administrative Clearance: Confirmation of return of physical assets like access cards, keys, parking permits, and company equipment

6. Department Head Clearance: Confirmation of handover of work responsibilities, projects, and documents

7. Employee Declaration: Employee's acknowledgment of returning all company property and maintaining confidentiality

8. Final Approval: Sign-off from authorized personnel confirming complete clearance

What sections are optional to include in a Employee Clearance Form?

1. Security Department Clearance: Required for organizations with sensitive security protocols or those requiring special security clearances

2. Company Housing Clearance: Required when company provides accommodation to employees

3. Vehicle Handover: Required when company provides vehicles to employees

4. Project Handover Details: Required for employees in key positions or handling critical projects

5. Training Investment Recovery: Required when there are training bonds or investment recovery clauses

6. Free Zone Authority Clearance: Required for employees working in UAE free zones

What schedules should be included in a Employee Clearance Form?

1. Schedule A - IT Assets Checklist: Detailed list of IT equipment and systems access to be checked

2. Schedule B - Physical Assets Checklist: Detailed list of physical company property to be returned

3. Schedule C - Outstanding Obligations Form: List of any pending financial or administrative obligations

4. Schedule D - Confidentiality Reminder: Summary of ongoing confidentiality obligations post-employment

5. Appendix 1 - Department Signoff Sheet: Collection of signatures from all relevant department heads

6. Appendix 2 - Final Settlement Calculation: Breakdown of final payment including end of service benefits

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Work Experience Letter

A UAE legal document verifying employment history for visa, job applications, and regulatory compliance purposes.

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What is a Employee Clearance Form?

What sections should be included in a Employee Clearance Form?

What sections are optional to include in a Employee Clearance Form?

What schedules should be included in a Employee Clearance Form?

Authors

Alex Denne

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