Want to make the transition out of your company go as smoothly as possible? Create generic separation information packets to outline what happens next. These can include severance packages, leave notice requirements, provision of a forwarding address for final pay, and final dates of employment.
For example, if the individual resigning is a high ranking officer or executive, you may want to understand their concerns and try to correct them so the employee stays.
Acknowledge you received the letter: “Dear [employee name], I regretfully received your resignation notice on [date resignation notice was submitted]. State their final work date: “Your resignation has been approved and your final work day will be [date of final work day]. " Wish your employee well: “It’s been a pleasure working with you, and on behalf of the entire company, I wish you good luck in your future endeavors. " Tell them where to direct questions: “Please direct any questions to this office. " Close with thanks: “Thank you for your many years of service. Sincerely, [your name]. ”
If employees are required to sign a non-compete agreement as part of the hiring process, review this document with the employee at the time you accept their resignation. This will ensure they are fully aware of their limitations in releasing company information and contacting clients or associates of the company.
Instruct the employee to provide a list of important email addresses, phone numbers, and computer files for their replacement. Request that the employee provide a forwarding address for their tax statements and final paycheck.
Different states have different laws regarding notice. For example, in Kansas, an employee does not need to provide any notice when he or she quits. Some states may require advance notice. Be sure you check your local laws to ensure the established end date is valid.
If you can hire the departing employee’s replacement before they leave, allow them to train under the outgoing employee. This will guarantee a smooth transition.
Find out more about why the employee wants to leave when you conduct the exit interview. Understanding the employee’s motivations lets you delve deeper into what you could do to convince them to stay. It can also help you identify things you may want to change about your business to retain employees in the future. [5] X Expert Source Michael McCutcheon, PhDCareer Coach & Psychologist Expert Interview. 24 February 2021.
Pressuring the employee to stay is bad for both them and you. Without solving the underlying reasons for the employee’s dissatisfaction, you create a recipe for later disappointment when they decide to leave.
Even if you’re well-intentioned, step back and ask what changes are possible and what’s not possible in your workplace. For instance, if your employee wants a job already filled by someone else, be honest and let the employee know that you can’t give them what they want.
A sour employee can make the few weeks they remain at the company a nightmare. Responding with sadness, shock, or grief, while understandable, could make the situation even more stressful and difficult for the resigning employee. Do not add to the employee’s stress and discomfort by asking them to stay (unless you offer an improved salary and benefits as well).
Begin a standard letter of rec with a salutation (“dear so-and-so”). Include a description of how you know the resigning individual and describe your experience working with them. Include a litany of qualities which make the employee attractive to you and, presumably, to another employer. Add concrete examples to back up your praise. For instance, if you say someone is creative, cite 3-4 instances of their creative problem-solving. Declare that the employee will continue to excel in their chosen profession.
Directly announce the employee is leaving: “It is with deep regret that I must inform you that [employee’s name] will be moving to another position. " Clarify the employee’s last day: “Their last day will be [employee’s last day]. " Publicly wish the employee well: “Please join me in wishing him/her well in all future endeavors. ”
When outgoing employees feel their work was appreciated and they were valued, they will act as goodwill ambassadors for your firm. They might recommend your company to other potential employees and partner businesses or agencies. [15] X Research source The connections your employee gains in his or her next position could benefit you as well.
