Office Clearance Letter/Certificate

An office clearance letter is written by the supervisor of the company to confirm the departure and resignation of its former employee. It is usually written in response to the employee’s request in which he demanded a clearance letter from the organization. It is used to certify that the employee’s dues are cleared, and he is free to leave the company on the provided resignation date.

A clearance letter is important when the employee is changing or transferring his job duties and the new company needs proof of his character. This way both the companies (former and new) would be notified of their ex and novice employee respectively.

Sample 1:

To whom it may concern,

This letter is in response to the request of a clearance letter from our former employee [Employee Name], who has served our company [Company’s name] from Date: [starting date] to Date: [ending date], approximately for [Time Period].

During this period, he has shown work decency and professionalism in his work. According to his work profile, there were no verbal or formal warnings, no violation of rules, no complaints from his clients or colleagues, and no disciplinary actions against him. Thus, [Employee name] can be a hard-working and diligent employee to your company. We are sure that your decision in hiring him would be fruitful.

Moreover, according to our company policy, he will not disclose our company’s confidential information to external competent. He has also returned the company’s belongings (Security card, ID card, laptop, car, or any other equipment). Therefore Mr. [Employee Name] has chosen for his resignation without any pressure and his decision was not forced.

The clearance certificate would be issued once the formal clearance procedures are completed. The company pays great gratitude to his near future and we wish him all the best!


Size: 22 KB Word .doc File 2003 & later


Sample 2:

To whom it may concern,

This letter certifies that Mr. [Employee Name]’s resignation has been approved by the Human Resource Department and he is resigning from the post of [Designation] from this company [Company Name]. We may clarify that this letter is issued on the request of Mr. [Employee Name] who was a former employee of our company.

He has served this organization honestly and with full diligence, but now because of his [Reasons], he has requested his resignation. Our company has imposed no obligations and thus his decision for departure was entirely his own. We have cleared all his former and later dues. He has received his paycheck from the finance department and the company’s property of issued items have been returned.

We are attaching the clearance certificate with this letter in which all our company’s supervisors and departments have concluded their remarks. They include our Human Resource, Finance, and Services department. Therefore, we accept the resignation of former employee [Name] and he is relieved from the duties imposed by this company on Date: [Provide date].

With this final notice, we wish all the best to Mr. [Name] and we hope that your decision in hiring him turns out to be beneficial.

Yours Sincerely.

Size: 23 KB Word .doc File 2003 & later



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