Accepting An Employees Resignation

It is never a nice feeling for an employer when an employee resigns, especially when it is someone that you have enjoyed working with and they have always done a good job and helped grow your business; but changes happen and there could be any number of reasons an employee has chosen to leave.

In this blog post aspire cambridge would like to help you understand how you can accept an employee’s resignation and other points you will need to be aware of;

Written Resignation

When a member of your team resigns you need to ensure that you get the resignation in writing, if a verbal resignation is given in the heat of the moment the employee could claim unfair dismissal, but having the resignation in writing will help avoid this risk. They must state the date they are resigning from the business in the letter and this will normally be the start date of their notice period.

Notice Period

As the employer you must decide if you want the employee to work their full notice or if you will place the employee on garden leave or if you will pay their notice in lieu. This needs to be decided based on the individual employee and their position within the company; for example do you have another employee that can take on their role immediately and would the employee cause issues for the business if they were to stay? You need to make sure you have detailed these different options within the employment contract.

Handover Period

If you decide that the employee can work their notice period you will need to agree with them how their resignation will be announced to other staff within the business and their team. You will need to organise a handover period from the resigning employee to the employee taking the role on or their line manager to ensure a smooth transition for the business and all staff members involved.

Part on Good Terms

An upset or disgruntled ex-employee can severely damage the reputation of a business so make sure the resignation is handled with professionalism. You must ensure you inform the employee what will be included in their final salary payment – outstanding annual leave, notice pay, bonus payments, commission payments etc. You will also need to state if any monies will be deducted e.g. the employee has taken too much annual leave. Also confirm the employees last working day and make the effort to say goodbye to the employee on their last day, thanking them for their contributions to the company, a leaving gift may be appropriate – but again this can be decided from employee to employee.

Arrange for an exit interview to take place, this works as closure for both parties and can help you look at any areas for concern within you business that you may have been unaware of. An exit interview can also allow time to discuss any issues raised by the employee within their resignation letter. This could be considered as a grievance and should be discussed with an attempt to resolve prior to the employee leaving the business.

When asked for references for the ex employee ensure these are handled with care and if you are unsure what to say or how to word your reference please contact one of the HR experts here at aspire cambridge for advice and guidance on 01223 855441.