How to fill in this employee clearance
- 1Company name
e.g. Casa Verde Bakeshop - 2Company address
e.g. 56 Magsaysay Ave., Brgy. San Roque, Naga City, Camarines Sur - 3Employee's full name
e.g. Analyn C. Bautista - 4Position
e.g. Cashier and Sales Clerk - 5Last day of work
e.g. November 28, 2026 - 6Reason for leaving
e.g. Resignation
When a checklist is enough
A store, clinic or small office with one boss does not need a department-by-department form. One page that lists what must be returned and settled, ticked and signed by the owner, does the same job and keeps final pay moving.
What to check before signing
Go through it with the employee on the last day.
- Pending work and files handed over to a named co-worker.
- Keys, ID, uniform and equipment back in hand.
- Logins and passwords changed or closed (email, POS, online banking).
- Cash advances and loans settled or agreed for deduction in writing.
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.