
The Complete Checklist: Documents to Collect When Leaving Your Job
Ensure a smooth transition and protect your professional interests
Leaving a company, whether by choice or circumstance, requires careful preparation. One of the most crucial yet often overlooked aspects is collecting all necessary documents before your last day. This comprehensive guide outlines the essential paperwork you should secure to protect your financial interests, maintain career continuity, and fulfill legal obligations.
Why These Documents Matter
Proper documentation serves multiple purposes: it validates your employment history, ensures you receive all entitled benefits, simplifies tax filing, and prepares you for future opportunities. Missing any of these documents might create complications later when applying for loans, new jobs, or claiming benefits.
The Essential Documents Checklist
1. Relieving Letter
This is the most fundamental exit document that officially confirms your resignation has been accepted and you've been released from your duties.
2. Experience Certificate
A formal document detailing your employment tenure, position held, and often including a brief description of your responsibilities.
3. Final Settlement Statement (Full & Final)
Detailed breakdown of all financial settlements including:
- Outstanding salary payments
- Bonus or incentive payouts
- Leave encashment calculations
- Any other dues or reimbursements
4. Form 16
The tax document issued by your employer showing your total earnings and tax deductions for the financial year.
5. Salary Slips (Last 3-6 months)
Your most recent pay statements showing salary breakdown and deductions.
6. Provident Fund (PF) Details
Includes your PF account number and Universal Account Number (UAN), along with instructions for transfer or withdrawal.
7. No Objection Certificate (NOC) - If Applicable
Confirms you've returned all company property and cleared all obligations.
8. Non-Disclosure Agreement (NDA) / Exit Agreement
Any legal documents you signed regarding confidentiality or post-employment restrictions.
9. Medical/Insurance Records
Documents regarding corporate health insurance policy closure or transfer options.
10. Professional References
Contact information for managers or colleagues who can vouch for your work.
Quick Reference Checklist
- Relieving Letter
- Experience Certificate
- Final Settlement Statement
- Form 16
- Last 3-6 months' salary slips
- PF account details
- No Objection Certificate (if applicable)
- Signed NDA/Exit Agreement copies
- Insurance policy documents
- Reference contacts
Remember, collecting these documents is your right as an employee. Companies are typically obligated to provide most of these, though some may require you to formally request them. Start the process early - ideally when you submit your resignation - as some documents may take time to prepare. Keep both physical copies and scanned digital versions in a secure location, as you may need them years after leaving the company.
Pro tip: Create a dedicated folder (both physical and digital) for all your employment-related documents that you can maintain throughout your career.