Free UK leavers form

Leavers form template

Record an employee's leaving dates, holiday, final pay, property and access in one form. Edit it here or download a free Word copy for HR, the manager and payroll.

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Use the template

Fill in the employee leaving form

Start when leaving is confirmed and finish the checks before the final pay run. Replace the prompts, delete unused options and keep the completed form in your secure HR records. Edits stay on this page until you close or reset it.

leavers-form-template.docxEditable copy

Editable employee leavers form

Employee leavers form
Private and confidential. Complete with HR, the manager and payroll.

1. Person and role
Name: [name] | Job title: [role]
Employer / team: [details] | Manager: [name] | Payroll ID: [ID]

2. Leaving and notice
Reason: [resignation / dismissal / redundancy / retirement / end of fixed term]
Decision or resignation record: [where the resignation letter or decision is filed]
Notice given by: [employee / employer] | Date given: [date]
Received by: [name] | Date received: [date] | Notice required: [period and basis]
Employment end date: [date] | Last day actually working: [date]
Notice arrangement: [worked / holiday / garden leave / payment in lieu / other]
Written confirmation and any agreed change: [reference and date]
Note: Last working day and employment end date may differ. Check the contract and applicable notice rules; this form does not decide a dismissal or redundancy.

3. Holiday
Leave year: [dates] | Units: [days / hours]
Accrued to employment end, including relevant carry-over: [amount]
Taken, including approved leave before leaving: [amount] | Balance: [amount]
Untaken holiday to pay: [units x checked rate = gross amount]
Excess holiday deduction, if any: [amount and prior written agreement reference]
Calculation checked by / date: [details]
Note: Pay untaken statutory holiday when employment ends. Deduct excess holiday only where agreed beforehand in writing. Check extra contractual leave separately.

4. Final pay and P45
Final pay date / period: [details] | Payroll owner / cut-off: [details]
Salary / wages to end date: [gross amount] | Overtime / commission / bonus: [items]
Notice pay / redundancy pay, if applicable: [separate items and checked amounts]
Expenses / other payments, including any continuing statutory pay: [items]
Deductions: [each amount, why, and where it was agreed]
Final payslip and calculation explained on: [date]
P45: [who sends it and when]
Note: Check deductions and minimum-wage rules with payroll. Give a P45 when someone leaves; check HMRC guidance for continuing payments or an employer-paid pension.

5. Pension and benefits
Pension scheme / contact: [details] | Final contributions checked by: [name / date]
Provider notified by / on: [details] | Employee information shared on: [date]
Benefits: [each benefit, confirmed end date and any employee action]

6. Handover, property and access
Work handed to / completed on: [details]
Property: [each item, returned date / outstanding action, owner and due date]
Systems / keys / passes: [each access, removal date and time, owner, confirmed done]
Note: Plan access changes separately from the employment end date. Tick each system once access is actually removed.

7. References and optional exit interview
Reference consent / preferences: [record employee wishes and any limits]
Reference contact / policy: [details] | Specific request checked by / on: [details]
Note: References must be fair and accurate; check what can be shared for each request.
Exit interview: [offered / accepted / declined] | Date / interviewer: [details]
Feedback and follow-up: [secure record reference / action owner]

8. Sign-offs
Manager: [name / date] | HR: [name / date] | Payroll: [name / date]
Employee acknowledgement, if provided: [name / date]
Open actions / owner / due date: [details]
Signing only confirms they got a copy.
Guidance and sources: https://www.hollyhr.com/templates/leavers-form-template

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Make it yours

Complete it in three passes

One person can coordinate the form, while each owner checks their part before it is marked complete.

1
Confirm the dates
Keep the resignation or decision record with the contract. Confirm the notice arrangement, employment end date and last working day in writing. Use the separate fair process for any dismissal or redundancy.
2
Check the payroll figures
Ask payroll to check holiday accrual, the holiday-pay rate, each final payment and the basis for each deduction. Agree who will issue the P45 and handle any payments after leaving.
3
Close the practical tasks
Name an owner and completion time for property, handover and each system's access. Confirm benefit end dates with providers, offer an optional exit interview and record anything still outstanding.

Check before you use it

The leaving reason and dates match the separate resignation or decision record
Notice, holiday, garden leave or payment in lieu has been checked against the contract
Holiday is calculated to the employment end date using the right units and pay rate
Every deduction has a checked lawful basis; excess holiday has prior written agreement
Payroll has an owner for the final payslip, P45 and any continuing payments
Property and access tasks have named owners, times and evidence of completion

A record of leaving, not a decision to dismiss

Use this UK form after the reason for leaving has been established through the right process. It does not replace a resignation, a fair dismissal or redundancy process, or payroll calculations. Acas guidance applies in Great Britain; Northern Ireland has separate employment rules. Take advice for a disputed exit and check the relevant jurisdiction before setting notice or pay.

Put the process in one place

Keep the leaver record with the person

HollyHR records the employment end date before removing the person's HollyHR access, with a readiness checklist for the hand-off.

See people records in HollyHR

Questions

Questions about leavers forms

Guidance behind this template

Acas: responding to a resignationWritten confirmation and optional exit interviews in Great Britain.GOV.UK: handing in noticeCheck the contract and notice arrangements before confirming dates.GOV.UK: holiday when leavingPay untaken statutory leave; prior written agreement for excess-holiday deductions.Acas: final payExplain final pay and deductions; final pay should arrive on the normal payday.GOV.UK: deductions from payLawful bases for deductions and minimum-wage limits and exceptions.GOV.UK: what to do when an employee leavesP45s, HMRC reporting, continuing statutory payments and pension-payroll exceptions.GOV.UK: workplace pensions when changing jobsPension options depend on the scheme; check with the provider.Acas: what employers can say in a referenceFair, accurate references and limits on personal information.

What is a leavers form?

A leavers form is an internal record for HR, the manager and payroll when an employee leaves. It brings together the reason, dates, holiday, final pay and practical tasks. It is also called a leaver form or employee leaving form.

Is a leavers form the same as a P45?

No. This is an internal hand-off form. A P45 is the separate tax document the employer gives the employee when they leave. Payroll should check HMRC's arrangements for continuing statutory payments or an employer-paid pension.

Should the leaving date and last working day be the same?

Record both. Someone may stop working before their employment ends, for example because they take agreed holiday or are on garden leave. Check the agreed arrangement before giving payroll the employment end date.

What happens to holiday when someone leaves?

Pay for accrued, untaken statutory holiday when employment ends, including after gross-misconduct dismissal. If the employee has taken too much holiday, deduct it only where this was agreed beforehand in writing. Check separate terms for holiday above the statutory entitlement.

Does the employee have to sign this form?

This template provides an optional acknowledgement of receipt. It does not make that signature a condition of final pay or the P45, waive rights, or authorise a deduction. Keep the separate evidence payroll needs for any deduction.

Can I use it for dismissal, redundancy or retirement?

Use it to record the practical hand-off once the leaving reason and dates are established. Follow the separate process for the exit itself and check any notice, redundancy pay or pension arrangements with the appropriate adviser or provider. Northern Ireland has separate employment rules.

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