Employee Exit Form Template for India

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Key Requirements PROMPT example:

Employee Exit Form

"I need an Employee Exit Form for our IT services company based in Bangalore, with special emphasis on data security and client confidentiality clauses, as we handle sensitive international client data."

Document background

The Employee Exit Form is a crucial document used across Indian organizations to manage and document the formal separation process when an employee leaves the organization. This document becomes necessary whenever an employee resigns, retires, or is terminated, serving as a comprehensive checklist and legal record of the separation process. The form ensures compliance with various Indian labor laws, including the Industrial Employment (Standing Orders) Act, 1946, and state-specific regulations. It typically includes sections for personal information, reason for exit, departmental clearances, asset returns, knowledge transfer confirmation, and final settlement details. The document helps protect both employer and employee interests by clearly documenting the completion of all exit formalities and outstanding obligations.

Suggested Sections

1. Employee Information: Basic details including employee name, ID, designation, department, date of joining, and last working day

2. Reason for Exit: Category and specific reason for separation (resignation, retirement, termination, etc.) with relevant details

3. Notice Period Details: Information about notice period served, any shortfall, and related adjustments

4. Clearance Checklist: Mandatory departmental clearances including IT, Finance, HR, Admin, and immediate supervisor

5. Company Property Return: List of company assets to be returned (ID card, access cards, laptops, mobile devices, etc.)

6. Knowledge Transfer: Confirmation of handover of duties, documents, and ongoing projects

7. Final Settlement Information: Details of pending salary, benefits, and other payments

8. Non-Disclosure Declaration: Reminder and reaffirmation of confidentiality obligations

9. Exit Interview Summary: Key points from exit interview and feedback

10. Final Declaration: Employee and employer declarations regarding completion of exit formalities

Optional Sections

1. Gratuity Settlement: Required for employees completing 5 years of continuous service, detailing gratuity calculation and payment terms

2. Stock Options/RSU Settlement: For employees who were granted stock options or RSUs, detailing the status and settlement terms

3. International Assignment Closure: For employees who worked on international assignments, including specific clearances and tax considerations

4. Client/Project Transition: For client-facing roles or project leads, detailed transition plan and client handover status

5. Intellectual Property Rights: For technical/creative roles, specific declarations regarding IP created during employment

6. Non-Compete Agreement: For senior positions or roles with access to sensitive information, reaffirmation of non-compete obligations

Suggested Schedules

1. Schedule A - Departmental Clearance Form: Detailed checklist for each department to sign off on clearances

2. Schedule B - Asset Return Form: Itemized list of company assets with return status and condition

3. Schedule C - Final Settlement Calculation: Detailed breakdown of final payment including salary, benefits, and deductions

4. Schedule D - Project Handover Document: Template for documenting status of ongoing projects and handover details

5. Appendix 1 - Exit Interview Questionnaire: Standard format for conducting and documenting exit interview

6. Appendix 2 - Document Handover Checklist: List of documents and files to be handed over, including digital assets

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

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Information Technology

Manufacturing

Banking and Financial Services

Healthcare

Education

Retail

Telecommunications

Professional Services

Construction

Hospitality

Automotive

Pharmaceuticals

Media and Entertainment

Real Estate

Energy and Utilities

Relevant Teams

Human Resources

Legal

Finance

Information Technology

Administration

Operations

Compliance

Employee Relations

Payroll

Facilities Management

Relevant Roles

HR Manager

HR Executive

HR Business Partner

Legal Counsel

Compliance Officer

Department Manager

Team Leader

Finance Manager

IT Manager

Administrative Officer

Operations Manager

Project Manager

General Manager

Chief Human Resources Officer

Employee Relations Manager

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Authors

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