Exit Clearance Form — shared by the community
Sam B. shared this 11-question build with 2 conditional rules already wired up. Test it below, then take a copy.
A ready-to-use human resources form for HR, people ops and hiring managers: 11 questions, 1 page, 2 conditional rules.
- Shared by
- Sam B. · Customer success
- Questions
- 11
- Replies
- 8
- Copies taken
- 673
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Live preview and test console
This is the real form. Answer it to test the 1 conditional rule — nothing is sent or stored.
1 question is hidden by conditional logic right now — change an answer above to reveal it.
Works for you? Take Sam B.'s copy into your own workspace — questions, rules and settings included.
Who this template is for
Exit Clearance Form is built for HR, people ops and hiring managers who need to run hiring and internal people processes on one auditable record.
- HR, people ops and hiring managers working in human resources.
- Teams who need to run hiring and internal people processes on one auditable record without writing code or paying for a custom build.
- Anyone replacing CVs, requests and approvals scattered across inboxes with one structured record per enquiry.
- Respondents are candidates and employees — the form asks them 11 questions across 1 screen.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of CVs, requests and approvals scattered across inboxes and turns each submission into a record your team can act on immediately.
- 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It records a signature you can keep as proof of agreement.
- It pins the request to a specific date.
- Conditional logic hides 2 questions until they are relevant — shorter forms convert better than long ones.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Exit Clearance Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 2 conditional rules ship with it.
- Features conditional validation: if “Has all company equipment been returned?” is No, “List outstanding equipment” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Are there any outstanding expense claims?” is Yes, the form dynamically exposes “Expense claim details”. Otherwise that question never appears.
- All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
What this form asks
Clearance checklist
- Employee namerequired
- Department
- Last working dayrequired
- Has all company equipment been returned?required
- List outstanding equipment
- Has system access been revoked?required
- Are there any outstanding expense claims?
- Expense claim details
- Final pay confirmed with payroll?required
- Any other outstanding items
- Signed off byrequired
Conditional logic in this build
- When “Has all company equipment been returned?” is No, require “List outstanding equipment”.
- When “Are there any outstanding expense claims?” is Yes, show “Expense claim details”.
Questions about this shared form
How is this different from the Exit Interview Form?
The Exit Interview Form gathers the departing employee's feedback and reasons for leaving. This Exit Clearance Form is a pure operational checklist — equipment, access, pay — with no feedback questions at all.
Who fills this out — HR or the employee?
Typically HR or the relevant department lead, with input from the employee for the equipment sections; it's a sign-off record rather than a self-reported questionnaire.
Does this cover final timesheet approval?
Not directly — reconcile any final hours through the Employee Timesheet Form before confirming final pay here.
What if equipment isn't returned by the last working day?
Mark "No" on the equipment question, which the logic rule uses to require a note on what's outstanding, and follow up after departure rather than delaying the whole clearance.
Is the Exit Clearance Form template free to use?
Yes. You can preview and test Exit Clearance Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Exit Clearance Form template ask for?
It asks 11 questions across 1 page, 6 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Exit Clearance Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this human resources form work?
2 conditional rules ship with the template: Features conditional validation: if “Has all company equipment been returned?” is No, “List outstanding equipment” becomes mandatory before the form can be sent. Features advanced show logic: if “Are there any outstanding expense claims?” is Yes, the form dynamically exposes “Expense claim details”. Otherwise that question never appears. All 2 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other. All rules are editable in the Logic tab.
Where do responses to the Exit Clearance Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Exit Clearance Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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