Employee clearance form template for Saudi Arabia
An employee clearance form records that a leaving employee has handed over their work and returned company property, and that each department has nothing outstanding. This employee clearance form has sign-offs for the manager, IT, finance, administration and HR, and lists amounts owed so they can go into the final settlement, which Article 88 requires within one or two weeks.
Replace everything in [square brackets] with your details.
[Company name]
Employee Clearance Form
Form number: [Number]
Date: [DD/MM/YYYY]
Part 1: Employee details
Name: [Employee full name]
Employee number: [Employee number]
Job title: [Job title]
Department: [Department]
Nationality: [Nationality]
Last working day: [DD/MM/YYYY]
Reason for leaving: [Resignation / End of contract / Ending by the employer / Mutual agreement / Other]
Part 2: Direct manager
[ ] Work and files handed over to: [Name and title]
[ ] Passwords and shared documents transferred
[ ] Clients or suppliers informed of the new contact
Notes: [Notes]
Name, signature and date: [Name, signature and date]
Part 3: Information technology
[ ] Laptop returned (serial number [Number])
[ ] Mobile phone and SIM returned
[ ] E-mail and system access closed on [DD/MM/YYYY]
[ ] Company data removed from personal devices
Notes: [Notes]
Name, signature and date: [Name, signature and date]
Part 4: Finance
Outstanding loan: [Amount] SAR
Outstanding advance: [Amount] SAR
Cash custody or company card settled: [Yes / No, amount]
Unsettled expense claims: [Amount] SAR
Name, signature and date: [Name, signature and date]
Part 5: Administration
[ ] Access card and keys returned
[ ] Company car returned (plate number [Number])
[ ] Company housing vacated on [DD/MM/YYYY]
[ ] Uniform and tools returned
Notes: [Notes]
Name, signature and date: [Name, signature and date]
Part 6: Human resources
[ ] Medical insurance cards returned and cancellation requested
[ ] Documents the employee deposited returned to the employee
[ ] Unused annual leave balance confirmed: [Number] days
[ ] End of employment recorded with GOSI and on Qiwa
[ ] For a non-Saudi employee: final exit visa or transfer of services
[ ] Experience certificate issued
Name, signature and date: [Name, signature and date]
Part 7: Amounts to include in the final settlement
Items not returned and their value: [Items and value] SAR
Total deductions carried to the final settlement: [Amount] SAR
Employee’s confirmation
I confirm that I have handed over my work and returned the company property listed above, except as noted.
Employee signature: [Signature]
Date: [DD/MM/YYYY]
HR approval
Name, signature and date: [Name, signature and date]
When to use it
Start it as soon as the last working day is known, whatever the reason for leaving, so every department can sign off before the employee goes. It protects the company’s property and data, and it gives finance one list of amounts to carry into the final settlement.
How to fill it in
- Send it to each department on the day the resignation is accepted or notice is given.
- Record values, not only items. If something is not returned, write its value so any deduction is clear.
- Close access on the last day: not before the handover is finished, and not long after.
- Complete the government steps: GOSI, Qiwa and, for expatriates, the final exit visa or a transfer of services.
Legal points to keep in mind
- Payment deadlines (Article 88). The final settlement is due within one week when the employer ends the contract and two weeks when the worker does. The employer may deduct work-related debts from it. The law makes no exception for clearance, so a slow clearance is the employer’s risk.
- Documents (Article 64). The employer must return the certificates and documents the worker deposited, and give the service certificate on request, free of charge.
- Care of property (Article 65). The worker must take care of the employer’s tools and materials in their custody and return what is unused.
Common mistakes
- Starting clearance on the last day, then missing the payment deadline.
- Deducting for missing items with no record of their value.
- Withholding the experience certificate until clearance is signed.
In RafiqHR, clearance is part of the offboarding plan and the final settlement is tied to it; with the assets and access module, the items and access issued to the employee are recovered at clearance.
Official sources
Frequently asked questions
Can the final settlement be held until clearance is complete?
Article 88 sets the deadlines: one week from the end of the relationship when the employer ends the contract, and two weeks when the worker does. It allows work-related debts to be deducted but makes no exception for clearance, so start clearance before the last day.
What can be deducted for property that is not returned?
Article 88 allows the employer to deduct work-related debts owed to it from the final entitlements. Record the item and its value on the form so the deduction is clear and can be justified.
Can the experience certificate be withheld until clearance is done?
Article 64 requires the employer to give the service certificate on the worker’s request when the contract ends, free of charge, and sets no condition about clearance.
This is general information to help you understand the topic. It is not legal advice. Rules and rates change: always check the official text on the relevant authority’s platform and consult a qualified adviser before acting.
