Resignations communicated through email or informal conversations leave HR teams without a consistent record of the last working day, the reason for leaving, the employee's feedback on their experience, and whether knowledge transfer and equipment return have been addressed. Exit interview interest is not captured at the point of resignation, meaning the opportunity to schedule one is sometimes missed entirely. Without a centralized, formal resignation process, managing offboarding consistently and capturing the institutional knowledge and feedback that departing employees carry requires more coordination than it should.
The Resignation Form template for SharePoint, built with Infowise Ultimate Forms, provides a formal resignation form that captures the employee's personal and employment details, their last working day, exit interview interest, the reason for resignation, feedback on the company experience, ongoing project and task guidance, task transfer recommendations, equipment return confirmation, additional comments, and an employee e-signature with signing date. Every submission is stored as a complete, auditable offboarding record in SharePoint.
How it works
Employee details and last working day
The form captures the employee's first and last name, employee ID, department or team, job title, and email address alongside their last working day. Capturing the last working day in a structured date column at the point of resignation gives HR and the employee's manager the information needed to initiate offboarding planning, coverage arrangements, and payroll processing without a separate confirmation of the departure date.
Exit interview interest and resignation reason
The form asks whether the employee would be interested in participating in an exit interview, enabling HR to schedule one proactively rather than reaching out separately after the resignation has been processed. A resignation reason column captures why the employee is leaving, providing HR with documented feedback that can be reviewed for patterns across departures without relying on informal conversations.
Company experience feedback
A free-form feedback column gives the employee the opportunity to share their views on the company, work environment, and management. Capturing this feedback in a structured form record rather than through an informal conversation ensures it is documented, searchable, and available for review alongside the resignation details without depending on a separate exit interview to surface it.
Knowledge transfer and task handover
The form asks whether the employee has ongoing projects or responsibilities they would like to provide guidance on before leaving, and whether there are team members they recommend to take over their tasks. Capturing knowledge transfer intent and task recommendations at the point of resignation gives the manager a starting point for handover planning without needing to initiate a separate conversation about what the departing employee is working on.
Equipment return and sign-off
A required column captures whether the employee has returned all company-owned equipment, materials, and documents. A comments column captures any additional context relevant to the resignation or offboarding process. The form closes with an employee e-signature and the signing date, creating a formally documented, signed resignation record without any paper-based process.
What you get
- A formal resignation form capturing employee name, ID, department, job title, email, and last working day
- Exit interview interest capture for proactive scheduling by HR
- Resignation reason and company experience feedback for documented departure intelligence
- Ongoing project guidance and recommended task successors for structured knowledge transfer planning
- Equipment return confirmation and additional comments
- Employee e-signature and signing date creating a formally documented resignation record
- Every submission stored as a complete, auditable offboarding record in a standard SharePoint list
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Resignation Form system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All resignation records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
