Describe your offboarding process and required reviewers. Makeform creates an employee clearance form for asset returns, access closure, obligations, handovers, exceptions, and department sign-offs.
Route clearance updates to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor the departments, or send it to the Makeform builder. The structure is an example, not a live AI result.
Audience
HR teams coordinating routine employee departures
Format
Department-by-department clearance form
Prompt size
340 chars
Example form structure
Department-by-department clearance form
Employee, manager, and last working day
Assets assigned to this employee
IT clearance status
Outstanding item, owner, and due date
HR final review acknowledgment
Suggested routing tags
Ready for review
Pending clearance
Completed
Ask each department for a cleared, pending, or not applicable status, and require details for pending items.
Step 1
Identify
employee, last day, role, and assigned departments
Step 2
Review
assets, access, handovers, and obligations
Step 3
Resolve
pending items get an owner and due date
Step 4
Close
HR reviews every department status
Why clearance needs structure
A structured employee clearance form shows what each department checked, what remains unresolved, and who owns the next action.
Each reviewer records cleared, pending, or not applicable instead of leaving an ambiguous blank.
Record item, asset tag, quantity, return date, and condition for each device, badge, key, tool, or card.
Give each unresolved obligation an owner, explanation, due date, and next review date.
Built around real departures
Conditional questions keep each departure focused while preserving a consistent HR review.
Coordinate handover, devices, badges, expenses, and HR review.
Track shipping, received condition, and remote access closure.
Track equipment, keys, stock, and site handovers.
Branch and role selections reveal relevant reviewers.
Clearance workflow
Define what each department checks and make unresolved work explicit before HR reviews the record.
List the employee details, departments, assets, and handover checks in your process.
Add your asset categories and show remote-return, vehicle, or finance fields when relevant.
Route form updates to the people responsible for each review.
Use statuses, owners, and due dates to separate completed and pending clearances.
Form vs document vs email
A structured form captures consistent decisions and exception details from every reviewer.
Field guide
Use these six sections for reviewable department decisions, adapted to your policies.
Employee & departure
Give reviewers the same identifiers, role, location, manager, and departure timeline.
Assets & property
Use separate item records so reviewers can identify what arrived and what remains missing.
Systems & access
Record account, device, and ownership-transfer status. Do not collect passwords in the form.
Work handover
Record projects, recurring duties, contacts, documents, approvals, and schedules moving to a colleague.
Finance & obligations
Identify each finance or payroll item and its status without collecting sensitive banking data.
Department sign-off
Use cleared, pending, or not applicable consistently and require details for pending decisions.
Related tools
Build companion forms for departure planning, feedback, asset control, access closure, and handover.
Coordinate departure tasks, dates, responsibilities, and reviews.
Open toolTurn the complete offboarding task list into an organized, trackable form.
Open toolCollect structured departure feedback separately from administrative clearance decisions.
Open toolRecord assignments so reviewers know which assets should return.
Open toolRequest account closure and record system-owner updates.
Open toolDocument work, ownership changes, and unfinished tasks.
Open toolFAQ
Answers for HR officers building an offboarding clearance process.
An employee clearance form records departure checks by the manager, IT, facilities, finance, payroll, and HR. It documents returned property, access closure, handover, obligations, exceptions, reviewers, and follow-up dates.
Include employee and departure details, asset returns, access status, handover, finance or payroll review, and each department's status. For pending items, capture the reason, owner, due date, and next review date.
Assign sections by responsibility: managers handle handover; IT handles devices and access; facilities handles badges and keys; finance or payroll reviews obligations; HR summarizes the result. Record reviewer names and dates.
Use explicit cleared, pending, and not applicable choices. A pending choice should require a description, owner, target date, and next action so HR can review a defined exception list.
Yes. Add fields for the asset, serial number, return method, carrier, tracking number, delivery dates, and condition. Identify who follows up when a shipment is delayed or incomplete.
Yes. Department, location, role, or assigned assets can reveal relevant sections. Keep the employee header, status choices, exception fields, and HR summary consistent across every path.
Yes. Makeform offers unlimited free forms and responses. You can generate, edit, publish, and use your employee clearance form for free. The paid tier removes the Makeform badge.
No. The form records submitted statuses but does not independently verify them. Define cleared for each department, require exception details, and have appropriate internal owners review the record and applicable policies.
Turn offboarding checks into visible decisions.
