Hi Everyone,
Sharing my feelings, what I have seen in my journey and heard from many of my HR Students that :
When a candidate joins the company, we conduct Induction / Onboarding to make them comfortable and guide them with full of information and knowledge required to can start their work happily. But when the same employee leaves the organization, we fail to treat them in the same way.
To overcome this, I have prepared one of the processes where all the necessary information and knowledge are required when an employee applies for a resignation and once it gets approved by the Management.
I have tried to cover the maximum information, but you can alter it as per your company policy and requirement.
EMAIL TEMPLATE: Once a resignation gets approved, we have to send this email along with the Resignation Acceptance Letter.
Dear XYZ,
With regret to say that you have decided to discontinue your journey with XYZ Company and decided to leave the organization with effect from 30 April 2023.
Your resignation letter dated 01.04.2023 has been accepted by the Management. Please find the exit process for your smooth exit.
- Your last date of work will be April 30, 2023.
- You need to hand over all the job responsibilities to Mr. XYZ - Designation and get a written clearance regarding the same.
- We have attached the following documents which you need to fill out and submit to the HR Department one day before the last date of your work.
- Exit Clearance Form
- Exit Interview Sheet
- Gratuity Form
- Your resignation acceptance letter has been attached.
Exit Clearance Form
You have to submit all the company properly lying in your custody to the respective departments and get approval on the Exit Clearance Form. Also, update your latest information for future reference on the Clearance form like :
- Mobile Number
- Emergency Contact Number
- Email ID
- Complete Address
All the above information is very important for Experience Letter, FNF Process, Bonus, etc.
Exit Interview Sheet
- You are requested to kindly fill out the same and submit it within the next 5 working days to the HR Department.
- One of our Team members will connect you for your exit interview.
Exit Policy
Kindly go through the Exit Policy and follow the process and if you have any queries, please contact the HR Department.
HRMS
- Download all the necessary documents from the HRMS System like :
- Salary Slips (Your new company will require these documents)
- Form 16
- Appointment Letter
- Increment Letter, etc
- Also take note of your UAN Number, which is related to PF and you will require this to submit it to your new organization.
Leave & Attendance
- The most important part is to ensure that you update your attendance, leaves, OD, etc. in the HRMS System and get it approved by your Reporting Manager.
- The system will block access on the last date of working and no one will be able to access your details in HRMS. Even your manager will not be able to view your details in the system.
- In case you do not update, or your manager does not approve the leaves or attendance on time, the system will show a LOSS OF PAY and your salary will be deducted. Hence informing well in advance so that you can update and get it approved from your Boss.
- On the last day, ensure that while leaving, you punch properly and see if it is registered, or else the system will show it as LOSS OF PAY.
Notice Period
As per your Appointment Letter, you need to serve one month's notice period and in case you fail to do so, the company will recover those balance days of your notice from your Full and Final Settlement. The Notice period will be calculated on the Gross Salary.
Leaves
- During the notice period, you can take only leave based on emergencies with prior approval of your Reporting Manager. Any leave taken during the notice period; you need to compensate those days with Notice Period. (Scenario 1)
- All the leaves will lapse automatically once you put in the resignation. If you take any leave, it will be treated as a Loss of Pay and you need to compensate for those days with a notice period. (Scenario 2)
- All your balance leaves of EL (Earned Leave) will be encashed along with your Full & Final Settlement. (If applicable)
Relieving Letter
Your relieving letter will be processed after successfully completing the notice period and handing over the company property and the job responsibility. A letter will be given on the last date of your work.
Current Month Salary
- Your current month’s salary will be kept on hold and processed along with the Full and Final Settlement. (Scenario 1)
- Your current month’s salary will be processed by cheque and kept on hold and will be handed over on your last date of working. Next month’s salary will be processed along with the Full & Final Settlement. (Scenario 2)
Full & Final Settlement
- After completing your notice period and handing over all the company property and job profiles, we will start processing your full and final settlement after 15 days.
- You will get an email of your FNF working and once you approve your FNF via email, we will forward your FNF to the Accounts Department for payment. Once approved, it will not be revised again in any circumstances.
- The FNF amount will be credited to your salary bank account within 30 working days.
Experience Letter
You will get an experience letter along with a FULL & FINAL Settlement. We will send an email and the hard copy to your address.
Zero Balance Saving Bank Account
- Kindly note, in case the salary of your new company is not credited to the HDFC Bank Account, then it automatically gets converted into a normal saving bank account in which you need to keep a minimum of Rs.15000/- as a minimum balanced amount.
- If you are not keen to keep the minimum balance, then you can close the bank account or else you have to pay penalty charges every month for insufficient balance if you don’t pay the penalty charges then it will create a problem in the future.
Gratuity Form
In case you have completed 5 or more years of service in the organization, then you need to fill out the Gratuity Form and submit it to the HR department.
Bonus
You will be paid the bonus along with all the other employees during Diwali and you will be intimated accordingly.
Thank You !!
On behalf of all the employees, we would like to thank you for all your hard work and the contribution you have done to this Organisation.
We wish you all the very best in your future endeavor. In case you have any queries, please feel free to contact the HR Department.
Regards
HR Team
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