No Dues Certificate For Employee - Meaning, Format, And Sample
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Table of Contents
What is a No Due Certificate?
An employee no-dues certificate is a document issued by the company to resigning or terminating employees. This certificate is given to employees working in private and government organizations, assuring that the employee has no dues left to the company.
This certificate needs to be signed by the leaving employee and the department heads incorporated with them, such as the IT team, admin department, account team, and more. It mainly confirms that the employee has returned all the assets, such as mobile phones, laptops, headsets, etc., and has paid the remaining amounts owed to the company, such as loans, reimbursements, and more.
The certificate of no dues is a crucial document for both the employer and the employee. It confirms that the employee has settled all claims with the company during the full and final settlement. Some organizations may call it the no objection certificate (NOC).
What Things Should Be Included in the No Dues Letter Format?
A no dues format should contain the following information:
- Employee Details: This certificate includes the employee details such as name, employee ID, designation, department, and date of joining and leaving.
- Confirmation of Clearance of Financial Dues: This certificate ensures that the employee has cleared all the financial dues to the organization. It includes salary settlement, arrears, bank loans, expense reimbursement, and more.
- Confirmation of Asset Handover: This certificate ensures that employees have returned all the assets the company provided them during their tenure with the organization. These may include laptops, mice, mobile phones, and more.
- Confirmation of No Pending Obligations: This certificate ensures that employees have no pending obligations towards the organization. It includes no pending work from the employee’s side and ensures that all the essential data is handed over to the manager before departure.
- Signature: This certificate should include the signatures of all the department heads, confirming that no dues are pending. Lastly, the certificate is signed by an authorized person, such as the company’s HR manager, assuring that the employee is free to leave the organization.
No Dues Certificate Format
The no dues certificate format may vary according to the company’s policies and procedures. However, the general format for an employee’s no dues form is outlined below:
No Dues Certificate Sample
23 Mar 2023
This is to certify that Ms. Shraddha Puri, employee ID P140 of the sales department, worked with Probuz Technology from June 19, 2020, to March 23, 2023.
| Department | Signature | Date |
|---|---|---|
| Working Department | @department | 23/03/2023 |
| Staff Incharge | @incharge | 23/03/2023 |
| Admin | @admin | 23/03/2023 |
| IT Infra | @itteam | 23/03/2023 |
| Finance or Account | @finance | 23/03/2023 |
| Human Resource | @humanresource | 23/03/2023 |
| Bank Loan Clearance | @account | 23/03/2023 |
We hereby confirm that Ms Shraddha has cleared all the pending dues and returned all the company’s belongings that were provided during her tenure with the company. She has no pending obligations or liabilities left towards the company.
We appreciate her contribution and dedication to the company’s growth during her tenure with us and wish her all the best in her future ventures.
Sincerely,
Vijay Solanki
HR Manager
Probuz Technology
Conclusion
A no dues certificate proves that the employee has settled all financial, administrative, and other obligations before leaving the company. It is an important document as it assists in establishing a good relationship between the employees and the HR managers. Additionally, it will avoid the possibility of future legal or financial disputes between the employee and the company.
FAQs
1. Where is a no-dues certificate used?
No dues certificate is used to formally certify that an employee has cleared all pending dues and obligations, allowing them to leave the organisation without any charges or obstacles.
2. Who is eligible to get a no dues certificate?
After resigning, employees will likely get this certificate from the HR manager. Once all the dues and duties are settled from the employee side, the HR manager is responsible for giving this document to the employee.
3. How much time does it take to provide a NDC?
The time required to issue this certificate depends completely on the company’s internal procedures and the number of unpaid dues from the employee’s side. To keep this a smooth transition, HR should respond to employee requests swiftly and effectively.
4. Is a certificate of no due permissible in court?
This certificate affirms that the employee settled all pending dues and obligations towards the company at the time of their leaving. Although it is not legally permissible in court, it can be used as proof for the company in case of any future disagreements.
5. Can the HR manager refuse to provide a no due certificate?
If an employee has cleared all the dues, the HR manager cannot refuse to provide this certificate. However, if an employee has any pending dues towards the company, the HR manager has a right to refuse it until the employee clears all the pending dues.
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