Even if you’re the best employer, your employees could still resign. You’ve done all you can, but employees can resign for reasons that are outside your control.
Be it better career opportunities, family matters or financial reasons, employers and HR must ensure the resignation process will go as smoothly as possible. These are the recommended procedures to handle employee resignation.
The First Step: Employee Resigns
Usually, employees will tell their boss or immediate supervisor that they are resigning. The boss or the immediate supervisor will then inform the employee that they must first send a resignation letter to them.
They will then have a discussion regarding the resignation. The immediate supervisor will also provide feedback on the resignation.
Then, the immediate supervisor will forward the letter of resignation to the Human Resource Department along with:
Step Two: Handling by The Human Resource Department
Now, Human Resources will handle the resignation procedure. First, HR will determine whether the resignation is voluntary. They will then consider the Immediate Supervisor’s suggestions or comments.
HR must ensure the resignation letter does not contain any allegation of breach of contract. If there is any, HR will need to investigate the matter and find out the truth of the allegations as soon as possible. If the allegations are true, HR must rectify and communicate with the employee accordingly.
The Last Step: Finalising the Resignation
If the resignation is voluntary, then we can now finalise the resignation process. The HR department will prepare acceptance of the resignation letter.
Ensure all of these are covered before finalising the resignation:
The employee’s last working day.
Ensure if the employee is required to serve their notice period OR if the employer intends to pay them in place of their notice period
Check if the employee is required to finish the balance of their annual leave before their last day of work.
Confirm the date, time and place for the exit interview and the person who will be meeting the employee.
Prepare the handover process and timetable for the company’s assets and responsibilities to whom it will be handed over.
Wrapping It Up
HR will then work with the employee’s supervisor to ensure that the employee’s final working days remain positive and contributing. If you handle the process effectively, the exiting employee leaves knowing that they have contributed and added value during their time in your employment.
Here’s a checklist to help you through the resignation procedure:
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Source: National Human Resource Center
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