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Essential Exit Documents to Collect When Leaving a Company in India, 2025
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Leaving a company is not just about finishing your notice period. It’s about closing your employment formally and securing every document that proves your tenure, pay, and compliance.
These papers protect you when joining a new employer, filing taxes, or claiming statutory benefits like PF or gratuity. Missing even one key record can slow down onboarding, delay refunds, or create compliance issues later.
Key Documents to Collect Before You Leave
1. Relieving and Experience Letters
These confirm your official last working day, release from duties, and job role. They are essential for background checks and onboarding at your next company.
2. Full and Final (FnF) Settlement Statement
Shows your salary till the last day, leave encashment, reimbursements, deductions, and TDS. It is proof that all dues have been settled.
3. Recent Payslips (Last 3–6 Months)
Used for income proof, loan applications, and salary benchmarking when negotiating new offers.
4. Form 16 or TDS Certificate
Needed to file your income tax return and reconcile taxes already deducted by your employer.
5. PF, Gratuity, and ESIC Records
Keep your UAN number, PF passbook, transfer or withdrawal readiness proof, and gratuity calculation sheet (if eligible). For ESIC, retain insurance numbers or closure notes.
6. No-Dues and Asset Return Clearances
Confirm that you’ve returned laptops, ID cards, and other company property. Many companies release FnF only after this clearance.
7. Policy Acknowledgments and Compliance Copies
Collect signed copies of NDA, IP assignment, or non-compete forms. They clarify your obligations and prevent disputes later.
Timelines and Practical Pointers
Most companies in India aim to complete FnF within 30 to 45 days after your last working day. Delays are common if clearances or documents are incomplete.
Keep all communication in writing and ask for a dated commitment from HR. Having a clear paper trail speeds up issue resolution and ensures accountability.
City and Sector Differences
IT and GCC hubs (Bengaluru, Hyderabad, Pune, NCR): expect tighter control over code, access, and data clearances.
Manufacturing and field roles (Chennai, Ahmedabad, Tier-2 cities): ensure you return tools, safety gear, and get stamped site clearances.
How to Prepare Before Exit
One week before your last day:
Download all payslips, Form 16, PF passbook, and HRMS reports.
Check remaining leave and reimbursement status.
Ask for a draft FnF breakup if possible.
Return physical assets and get signed receipts.
Back up any training or experience certificates stored on the company portal.
Request a written timeline for FnF and final letters.
On the final day:
Get official resignation acceptance in writing.
Collect signed no-dues from every department.
Ensure your relieving and experience letters are issued or scheduled.
Confirm FnF payment mode and expected date.
Retain copies of all handover notes and clearance forms.
After exit:
If any documents are missing, send a formal email listing pending items and requesting a delivery date. Share an alternate personal email for post-exit updates.
If HR does not respond, escalate to your HRBP or the labor department depending on the issue. For PF, use the EPFO grievance portal to resolve pending exits or transfers.
Best Practice: Keep a Digital Portfolio
Create one secure PDF folder labeled Exit_Documents_YourName_2025 containing:
Relieving and experience letters
FnF statement and payment advice
Last 3–6 payslips
Form 16 / TDS certificate
PF passbook and gratuity note
No-dues and asset return receipts
Policy acknowledgments
Keep both cloud and offline backups. This single file helps in background checks and faster payroll setup with your next employer.
FAQs
Q1. Which exit document is mandatory for joining a new company?
Your relieving letter. Most background checks in India require it to confirm that you left the previous employer properly.
Q2. What is the usual timeline for full and final settlement?
Generally 30–45 days after your last working day, though some companies process it earlier if all clearances are complete.
Q3. Can I transfer PF without a relieving letter?
Yes, as long as your exit date is updated in EPFO. If not, file a grievance online for correction.
Q4. What if I can’t download documents before my HR account is closed?
Ask HR to email them before your access ends. Always document such requests through official channels.
Q5. Are digital copies valid for verification?
Yes. Digitally signed or PDF versions are accepted by most employers and verification agencies.