How to fill in this employee clearance
- 1Company name
e.g. Meridian BPO Solutions, Inc. - 2Company address
e.g. 12/F Ayala Business Center, Cebu IT Park, Lahug, Cebu City 6000 - 3Employee's full name
e.g. Jerico D. Villanueva - 4Position
e.g. Team Leader, Customer Care - 5Department
e.g. Operations — Account 7 - 6Last day of work
e.g. November 28, 2026
How the clearance moves
Start it as soon as the resignation is accepted, so final pay is not delayed.
- HR fills the employee's details and the last day, and prints the form.
- The employee brings it to each department; each one checks what is owed and signs its line.
- Property is ticked as it is returned, with the date or serial number in the line.
- HR signs last and sends it to payroll for the final pay and the quitclaim.
Write remarks that payroll can act on
"Cleared" or a specific amount — never a vague "see me". If something is unreturned, write what it is and its value, so the deduction (with the employee's consent) is clear on the final pay.
Questions people ask
Can the company hold final pay until clearance is done?
Yes — clearance is a common and accepted condition for releasing final pay, which DOLE Labor Advisory No. 06-2020 says should be released within thirty (30) days of separation unless a more favorable policy applies. What the company cannot hold back is the certificate of employment, which is due within three days of the request.
Can unreturned property be deducted from final pay?
Only for an amount the employee owes and agrees to in writing, or as the law or a company policy the employee signed allows. Write it in the remarks so it shows on the quitclaim and the final pay computation.
Who signs the clearance?
Each department head (or the person they assign) signs their own line once nothing is owed to them. HR signs last, after every line is cleared, and passes it to payroll for the final pay.
Do I need the employee's signature?
It is good practice. The employee signs to confirm the items listed as returned and the remarks, which avoids disputes over deductions later.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.