Resignation templates toolkit

What is a Resignation?

A resignation is a formal process by which an employee voluntarily terminates their employment with a company. It involves the employee submitting a written notice to their employer, indicating their intention to leave the job and the date on which they plan to do so.

Resignation can be initiated by the employee for a variety of reasons, such as a better job opportunity, dissatisfaction with the current job, personal reasons, or retirement. It can also be initiated by the employer, in which case it is referred to as a termination or dismissal.

Resignation is an important process that allows both the employee and employer to plan for the future and make necessary arrangements.

Resignation templates are essential for managing a low-risk, compliant Resignation process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Assuming a resignation is straightforward – Failing to confirm the resignation, notice period and intended leaving date.
• Ignoring a possible grievance – Treating a resignation as routine when the employee has raised concerns about their treatment.
• Failing to check notice – Accepting or calculating the leaving date without checking the contractual notice provisions.
• Responding emotionally – Allowing disappointment or frustration to influence the way the resignation is handled.
• Failing to plan the handover – Leaving important responsibilities, information or relationships without a clear transition plan.
• Forgetting final payments – Failing to check salary, holiday and other amounts due on termination.
• Ignoring retention opportunities – Accepting a resignation immediately without considering whether an appropriate conversation is warranted.
• Failing to secure company information – Not planning the return of property and appropriate access changes when the employee leaves.

What is a typical resignation process workflow?

Here we show you which resources to use to effectively handle a resignation with dignity, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

FAQs

What is employee resignation?

Resignation occurs when an employee chooses to end their employment. The employee will normally give notice in accordance with their contract or applicable terms.

Does an employee have to give notice?

Employees are generally required to give the notice specified in their contract, subject to statutory minimum requirements where applicable.

Can an employer refuse a resignation?

An employer cannot generally force an employee to remain employed simply by refusing to accept their resignation. The notice period and contractual arrangements will determine when employment ends.

What should happen after an employee resigns?

Employers should acknowledge the resignation, confirm the leaving date, arrange any handover and deal with holiday, pay, benefits and company property.

Should an exit interview be offered?

An exit interview can provide useful feedback about the employee's experience and reasons for leaving, although it is generally voluntary.

Why use HRDocBox to support resignations?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support professional resignation processes with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.