Employee Exit Clearance Form

Employee Exit Clearance Form for Philippines

Employee Exit Clearance Form Template for Philippines

A comprehensive document used in the Philippines to facilitate and document the formal separation process of an employee from their employer. This form ensures compliance with Philippine labor laws and regulations while systematically recording the clearance of all employee obligations, return of company property, and settlement of financial matters. It serves as a crucial checkpoint system that protects both employer and employee interests during the separation process, covering clearances from various departments including HR, Finance, IT, and Administration, while also establishing the basis for the release of final pay and benefits.

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What is a Employee Exit Clearance Form?

The Employee Exit Clearance Form is a mandatory document used in Philippine business operations when an employee separates from the company, whether through resignation, retirement, termination, or end of contract. This document, which aligns with Philippine Labor Code requirements and DOLE regulations, serves multiple purposes: it ensures the systematic return of company assets, documents the completion of knowledge transfer, confirms the settlement of financial obligations, and establishes the basis for processing final pay and benefits. The form typically requires signatures from various department representatives and becomes a crucial record for both the company's HR documentation and the employee's proof of proper separation. It helps prevent future disputes regarding company property, confidential information, or financial obligations while facilitating a smooth transition process.

What sections should be included in a Employee Exit Clearance Form?

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

2. Type of Separation: Indication of separation type (resignation, retirement, termination, end of contract) and effective date

3. Immediate Supervisor Clearance: Confirmation of work handover, pending tasks completion, and submission of reports/documents

4. HR Department Clearance: Verification of leave credits, attendance records, training obligations, and submission of resignation letter/exit interview

5. IT Department Clearance: Confirmation of return of IT equipment, deletion of access rights, and surrender of company email/accounts

6. Finance/Accounting Clearance: Verification of cash advances, loans, accountabilities, and processing of final pay computation

7. Administrative Department Clearance: Confirmation of return of company properties (ID, access cards, uniforms, tools, etc.)

8. Final Approval: Sign-off section for department heads and HR manager confirming complete clearance

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

1. Security Department Clearance: Required for companies with security-sensitive areas or if employee had access to restricted areas

2. Research/Technical Department Clearance: Needed for employees who handled proprietary information, research data, or technical documentation

3. Quality Assurance Clearance: Required for employees involved in quality control or compliance processes

4. Client/Project Handover Section: Necessary for employees who managed client relationships or key projects

5. Intellectual Property Declaration: Required for employees who were involved in development, research, or creative work

What schedules should be included in a Employee Exit Clearance Form?

1. Company Property Checklist: Detailed list of company properties issued to employee with corresponding return status

2. Final Pay Computation Sheet: Breakdown of final salary, benefits, deductions, and other monetary considerations

3. Exit Interview Form: Standard questionnaire for gathering feedback about employment experience

4. Confidentiality Reminder: Summary of continuing obligations regarding confidentiality and non-disclosure

5. Government Clearance Checklist: Checklist for SSS, PhilHealth, Pag-IBIG, and BIR clearances

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 | Serial Founder & Legal AI Author

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A formal document under Philippine law where an employee accepts a job offer and its associated terms and conditions, serving as an interim document before the full employment contract.

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What is a Employee Exit Clearance Form?

What sections should be included in a Employee Exit Clearance Form?

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

What schedules should be included in a Employee Exit Clearance Form?

Authors

Alex Denne

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