Resignation form: collect notice, last day and handover notes

A resignation often starts as a quiet chat, and the details fade within days: the last day, the open projects, who knows the client. I would rather the person leaving writes them down. A resignation form turns the chat into a record you can plan from.

Before the form opens

Check your contract for how notice must be given. This is a form, not legal advice. Have a professional check any wording that has legal weight. Then share the link with the employee.

While they fill it in

They give their name, role, manager, the date of notice and the last working day. The reason for leaving is optional, with a choice for prefer not to say. Handover notes follow: work in progress, key contacts and what to pass on. A resigning employee's AI might ask: "What is your last working day?" Then "What work needs handing over?" Then "Who could pick it up?" It shows the answers and sends only after a yes. See agent-fillable forms.

After it arrives

Read the last day and the handover notes first, then plan cover. Offer an exit interview form to learn why people go. A final handover session fits a training registration form, and a closing work trip a travel request form. Find more in forms for HR and recruiting.

Questions

Does this form count as formal notice?

That depends on the contract and local law, so check both. This is a form, not legal advice. Have a professional check wording that has legal weight.

Is the reason for leaving required?

No. The reason is optional, with a choice for prefer not to say. The last working day and the handover notes are what you need to plan.

How do I plan the handover?

Download the CSV and sort by last_working_day. Open the handover_notes column for each leaver, then assign the work to colleagues before the date arrives.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Notice of resignation",
  "description": "Thank you for your work with us. Please give your dates and handover notes so your colleagues can take over smoothly.",
  "fields": [
    {
      "id": "employee_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "job_title",
      "label": "Your job title",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "manager_name",
      "label": "Your manager",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "notice_given_on",
      "label": "Date you are giving notice",
      "type": "date",
      "required": true
    },
    {
      "id": "last_working_day",
      "label": "Your last working day",
      "type": "date",
      "required": true
    },
    {
      "id": "leaving_reason",
      "label": "Main reason for leaving",
      "type": "single_choice",
      "help": "Optional.",
      "options": [
        "New job",
        "Career change",
        "Study",
        "Moving away",
        "Family or personal reasons",
        "Prefer not to say"
      ]
    },
    {
      "id": "reason_detail",
      "label": "Anything you would like to add about your reason",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "handover_notes",
      "label": "Work in progress and who could pick it up",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "key_contacts",
      "label": "Clients or contacts your colleague should know",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "returns_equipment",
      "label": "I will return company equipment and access cards by my last day",
      "type": "checkbox"
    },
    {
      "id": "answers_questions",
      "label": "I can answer handover questions in my last days",
      "type": "checkbox"
    },
    {
      "id": "wants_exit_talk",
      "label": "I would like an exit conversation",
      "type": "checkbox"
    },
    {
      "id": "forwarding_email",
      "label": "Personal email for final paperwork",
      "type": "email"
    },
    {
      "id": "confirms_notice",
      "label": "I confirm this is my notice of resignation",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Notice of resignation","description":"Thank you for your work with us. Please give your dates and handover notes so your colleagues can take over smoothly.","fields":[{"id":"employee_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"job_title","label":"Your job title","type":"short_text","max_length":150},{"id":"manager_name","label":"Your manager","type":"short_text","max_length":150},{"id":"notice_given_on","label":"Date you are giving notice","type":"date","required":true},{"id":"last_working_day","label":"Your last working day","type":"date","required":true},{"id":"leaving_reason","label":"Main reason for leaving","type":"single_choice","help":"Optional.","options":["New job","Career change","Study","Moving away","Family or personal reasons","Prefer not to say"]},{"id":"reason_detail","label":"Anything you would like to add about your reason","type":"long_text","max_length":1000},{"id":"handover_notes","label":"Work in progress and who could pick it up","type":"long_text","required":true,"max_length":3000},{"id":"key_contacts","label":"Clients or contacts your colleague should know","type":"long_text","max_length":1500},{"id":"returns_equipment","label":"I will return company equipment and access cards by my last day","type":"checkbox"},{"id":"answers_questions","label":"I can answer handover questions in my last days","type":"checkbox"},{"id":"wants_exit_talk","label":"I would like an exit conversation","type":"checkbox"},{"id":"forwarding_email","label":"Personal email for final paperwork","type":"email"},{"id":"confirms_notice","label":"I confirm this is my notice of resignation","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Notice of resignation",
  "description": "Thank you for your work with us. Please give your dates and handover notes so your colleagues can take over smoothly.",
  "fields": [
    {
      "id": "employee_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "job_title",
      "label": "Your job title",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "manager_name",
      "label": "Your manager",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "notice_given_on",
      "label": "Date you are giving notice",
      "type": "date",
      "required": true
    },
    {
      "id": "last_working_day",
      "label": "Your last working day",
      "type": "date",
      "required": true
    },
    {
      "id": "leaving_reason",
      "label": "Main reason for leaving",
      "type": "single_choice",
      "help": "Optional.",
      "options": [
        "New job",
        "Career change",
        "Study",
        "Moving away",
        "Family or personal reasons",
        "Prefer not to say"
      ]
    },
    {
      "id": "reason_detail",
      "label": "Anything you would like to add about your reason",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "handover_notes",
      "label": "Work in progress and who could pick it up",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "key_contacts",
      "label": "Clients or contacts your colleague should know",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "returns_equipment",
      "label": "I will return company equipment and access cards by my last day",
      "type": "checkbox"
    },
    {
      "id": "answers_questions",
      "label": "I can answer handover questions in my last days",
      "type": "checkbox"
    },
    {
      "id": "wants_exit_talk",
      "label": "I would like an exit conversation",
      "type": "checkbox"
    },
    {
      "id": "forwarding_email",
      "label": "Personal email for final paperwork",
      "type": "email"
    },
    {
      "id": "confirms_notice",
      "label": "I confirm this is my notice of resignation",
      "type": "checkbox",
      "required": true
    }
  ]
}

Resignation form for a clear last day and a clean handover