Voluntary Resignation Form
Collect every voluntary departure formally before the offboarding clock starts.
HR teams that accept resignations informally end up with inconsistent records and miss the details that matter for retention. An undocumented departure creates gaps in employment records, payroll handoffs, and the exit feedback your organization needs to improve. Typeform's voluntary resignation template gives HR teams a consistent way to document every voluntary departure from first notice onward.
The form captures employee details, last working day, reason for leaving, notice period, and handover arrangements in one submission. Questions appear one at a time, so employees move through the resignation process clearly without wondering what to include. Conditional logic adapts follow-up questions based on the employee's stated reason for leaving. An employee departing for a new role sees different follow-up questions than one leaving for personal reasons.
Customize the form to include your organization's notice period terms, handover requirements, and any final approval steps. Send it to the resigning employee via direct link or trigger it automatically as part of your offboarding workflow. Submissions log in Google Sheets or Airtable via Zapier, so your team tracks departure trends and open offboarding tasks. Replace ad hoc resignation emails with a process that gives your organization the documentation and data it deserves.
A voluntary resignation form is a structured digital document that formally records an employee's intention to leave an organization. It collects the employee's details, last working day, reason for leaving, notice period, and handover notes in a single submission. It functions as the official departure record your HR team uses to initiate offboarding and maintain accurate employment documentation.
Informal resignations leave HR without a consistent, documented record of the departure. A structured form ensures every resignation captures the same information, so your team processes offboarding, payroll, and access revocation without chasing missing details. It also creates a searchable record your organization can reference if a departure becomes subject to a legal or compliance query.
A complete voluntary resignation form covers:
- Employee full name, role, and department
- Direct manager's name
- Formal last working day
- Reason for leaving (dropdown or short answer)
- Notice period confirmation
- Handover responsibilities and key contacts
- Outstanding benefits or entitlements to address
- Employee signature and submission date
Export submissions to Google Sheets or Airtable and filter by departure reason to identify patterns across roles, departments, or time periods. Use that data to flag recurring themes, such as limited growth opportunities or compensation concerns, and bring them to leadership with supporting evidence. A structured resignation record turns individual departures into organization-wide retention intelligence.
The completed submission triggers your offboarding checklist: IT access revocation, payroll adjustment, equipment return, and final pay calculation. Route the form to the employee's manager and HR business partner simultaneously via Zapier so both parties start the handover process without delay. Keep the submitted form on file as part of the employee's permanent employment record.
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