Employee Exit Form Template for Belgium

A comprehensive form designed for use in Belgium to document and process an employee's departure from an organization. This document ensures compliance with Belgian employment law while facilitating a structured exit process. It covers essential elements including final payment calculations, company property return, system access termination, and ongoing obligations. The form incorporates requirements from Belgian social security legislation, privacy laws, and employment regulations, while providing a clear framework for both employers and departing employees to ensure all legal and administrative aspects of the termination are properly handled.

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What is a Employee Exit Form?

The Employee Exit Form is a crucial document used in Belgian employment contexts to formalize and document the termination of employment relationships. It serves as a comprehensive checklist and record-keeping tool that ensures compliance with Belgian employment law, social security regulations, and privacy requirements. This document is essential when an employee leaves an organization, whether through resignation, dismissal, or mutual agreement. The form includes sections for documenting final payments, return of company property, termination of system access, and ongoing obligations. It helps organizations maintain consistent exit procedures while providing clear documentation for both legal compliance and internal record-keeping. The document is particularly important given Belgium's strict employment regulations and the need for proper documentation in case of future disputes or audits.

What sections should be included in a Employee Exit Form?

1. Employee Information: Basic details including name, employee ID, department, position, and start date

2. Termination Details: Last working day, type of termination (resignation/dismissal/mutual agreement), and notice period details

3. Final Payment Information: Calculation of final salary, holiday pay, bonuses, and any other outstanding compensation

4. Company Property Return: Checklist of company assets to be returned (laptop, phone, access cards, etc.)

5. System Access Termination: List of IT systems and accounts to be deactivated

6. Confidentiality Reminder: Reminder of ongoing confidentiality obligations and handling of sensitive information

7. Benefits Termination: Details of insurance, pension, and other benefits termination dates

8. Acknowledgment and Signatures: Confirmation of understanding and agreement by both parties

What sections are optional to include in a Employee Exit Form?

1. Exit Interview Summary: To be included when an exit interview has been conducted, documenting key feedback

2. Non-Compete Obligations: To be included if the employee was subject to non-compete clauses

3. Knowledge Transfer Plan: For key positions requiring handover of responsibilities

4. Reference Agreement: When specific arrangements about future references have been made

5. Outstanding Projects Status: For employees leaving while managing important projects

6. Outplacement Services: When outplacement support is being provided as per Belgian law requirements

What schedules should be included in a Employee Exit Form?

1. Final Payment Calculation Sheet: Detailed breakdown of all final payments including salary, vacation pay, and other benefits

2. Company Property Checklist: Detailed list of company property to be returned with condition notes

3. System Access List: Comprehensive list of all system accounts and access cards to be deactivated

4. Benefits Summary: Summary of all benefits and their termination dates

5. Contact Update Form: Form for employee to provide post-employment contact details for tax documents and correspondence

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Cost

Free to use

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Download a Standard Employee Exit Form

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What is a Employee Exit Form?

What sections should be included in a Employee Exit Form?

What sections are optional to include in a Employee Exit Form?

What schedules should be included in a Employee Exit Form?

Authors

Alex Denne

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