Product · free template

Access Removal Request

Leaver access removal: who is leaving and when, what they had access to, equipment to recover, mailbox and file handover, and confirmation once done.

A ready-to-use technology, saas & dev form for engineering, IT and product teams: 24 questions, 2 pages, 4 conditional rules.

Questions: 24
Pages: 2
Layouts: classic
Time to complete: ≈ 7 min
Conditional rules: 4

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Live preview and test console

This is the real form. Answer it to test the flow — nothing is sent or stored.

Page 1 of 2 — Who is leaving

This template runs as a straight sequence — no branching rules.

Compliance checklist

Ready to publish

Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
Legal text not required — passingThis template collects neither health nor regulated financial information.
Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Access Removal Request is built for engineering, IT and product teams who need to route technical requests with the context needed to triage them.

Engineering, IT and product teams working in technology, saas & dev.
Teams who need to route technical requests with the context needed to triage them without writing code or paying for a custom build.
Anyone replacing vague reports that can't be reproduced or prioritised with one structured record per enquiry.
Respondents are users, testers and internal stakeholders — the form asks them 24 questions across 2 screens.

Why this form is useful

It removes the cost of vague reports that can't be reproduced or prioritised and turns each submission into a record your team can act on immediately.

17 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 4 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
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 Access Removal Request 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 — 4 conditional rules ship with it.

Features conditional validation: if “Is this an immediate departure?” is Yes, “Who to contact before anything is removed” becomes mandatory before the form can be sent.
Features conditional validation: if “Does their email need forwarding?” is Yes, “Who receives their email, and for how long” becomes mandatory before the form can be sent.
Features conditional validation: if “Do they hold keys, cards or building access?” is Yes, “What needs recovering, and from where” becomes mandatory before the form can be sent.
Features conditional validation: if “Were they an approver in any system?” is Yes, “Which approvals, and who takes them over” becomes mandatory before the form can be sent.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Accounts belonging to people who left are one of the most common security findings anywhere, and they exist because leaving is a conversation rather than a request. This form turns it into a request with a date. The first page records who is leaving, their team and manager, their last working day, whether access should stop at the end of that day or sooner, and whether the departure is routine or needs handling immediately and discreetly. That distinction matters, because an immediate departure changes the order of the work. The second page is the recovery list: accounts and tools they used, shared mailboxes and calendars they had access to, systems where they were an approver, keys, cards and building access, and equipment out with them by asset tag. It asks who inherits their email and files, whether an out-of-office redirect is needed and what it should say, and whether any customer or supplier contact needs reassigning. A final confirmation field is signed by IT once removal is complete, with the date, so the record shows the loop closed.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Who is leaving

Person leavingrequired
Job titlerequired
Team or departmentrequired
Their managerrequired
Last working dayrequired
When should access stop?required
Is this an immediate departure?required
Who to contact before anything is removed
Requested byrequired
Requester's rolerequired

Page 2 — What to remove and recover

Accounts and tools they usedrequired
Shared mailboxes or calendars they could see
Were they an approver in any system?required
Which approvals, and who takes them over
Does their email need forwarding?required
Who receives their email, and for how long
Who inherits their filesrequired
Out-of-office message to set
Do they hold keys, cards or building access?required
What needs recovering, and from where
Equipment out with them, by asset tag
Do customers or suppliers need reassigning?required
Confirmed complete by ITrequired
Date completedrequired

24 questions in total.

Example of a completed access removal offboarding form

Shows how a manager might request that a leaver's access and equipment are handled on their last day.

Person leaving: Daniel Okoro
Job title: Account Manager
Last working day: 2026-04-10
Is this an immediate departure?: No
Accounts and tools they used: Email, CRM, shared drive
Does their email need forwarding?: Yes
Who receives their email, and for how long: Their manager, for 30 days
Do they hold keys, cards or building access?: Yes
Requested by: Lena Marsh

Sample data — no real people, addresses or records are shown.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Is this an immediate departure?”

Makes answers required
If “Is this an immediate departure?” is Yes, “Who to contact before anything is removed” becomes required before the form can be submitted.

Driven by “Does their email need forwarding?”

Makes answers required
If “Does their email need forwarding?” is Yes, “Who receives their email, and for how long” becomes required before the form can be submitted.

Driven by “Do they hold keys, cards or building access?”

Makes answers required
If “Do they hold keys, cards or building access?” is Yes, “What needs recovering, and from where” becomes required before the form can be submitted.

Driven by “Were they an approver in any system?”

Makes answers required
If “Were they an approver in any system?” is Yes, “Which approvals, and who takes them over” becomes required before the form can be submitted.

Set it up step by step

1
Trigger it from the resignation, not the last day
HR should raise it the day notice is given so recovery and handover are planned rather than rushed.
2
Handle immediate departures first
Route anything marked immediate to a named person by phone; a queue is the wrong place for that request.
3
Close the loop in writing
The IT confirmation and date at the end is what turns this from a request into evidence that access was removed.
4
Cross-check the asset register
Compare the equipment listed here with what the register says is out with them, then raise the asset return form.

Mistakes to avoid

Removing the login but leaving shared mailbox and tool access untouched for months.
Forwarding email indefinitely, so a leaver's address quietly becomes someone's second inbox.
Never recording completion, leaving nobody able to prove access actually ended.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Remove access on the recorded date, recover equipment through the asset return form, reassign approvals and contacts, and keep the completed record for audit.

Works in this layout

Browse classic templates

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These pages cover the same subject ground as the access removal request, matched on the words people actually search for.

Frequently asked questions

How is this different from a key and fob issue form?

That issues physical items. This removes everything at once — accounts, tools, approvals, mailbox handover and equipment — against a leaving date.

Who should raise it?

HR or the manager, as soon as notice is given. Waiting for the last day is how access survives a departure.

How long should email forwarding last?

Set a fixed period and record it here. Indefinite forwarding is both a privacy problem and a security one.

What about immediate dismissals?

Mark it as immediate and name who to contact first. The form deliberately asks, because the order of the work changes completely.

Is the Access Removal Request template free to use?

Yes. You can preview and test Access Removal Request 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 Access Removal Request template ask for?

It asks 24 questions across 2 pages, 17 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 Access Removal Request form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this technology, saas & dev form work?

4 conditional rules ship with the template: Features conditional validation: if “Is this an immediate departure?” is Yes, “Who to contact before anything is removed” becomes mandatory before the form can be sent. Features conditional validation: if “Does their email need forwarding?” is Yes, “Who receives their email, and for how long” becomes mandatory before the form can be sent. Features conditional validation: if “Do they hold keys, cards or building access?” is Yes, “What needs recovering, and from where” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Access Removal Request 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 Access Removal Request 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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Access Removal Request

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