Employees will join and leave your team under a multitude of circumstances:
1. They may resign by choice;
2. Their employment may be terminated during their probationary period; or
3. Their employment may be terminated during their ongoing employment for reasons related to unsatisfactory performance or behaviour.
In the event of termination, your HR procedure should cover the steps outlined below.
As in the previous article, we have indicated the kinds of templates needed and suggested allocations of responsibilities. To save time creating and maintaining your own templates, consider purchasing them from a third party, such as Business Fitness.
|Steps||Template you will need||Who you should delegate the responsibility to|
|Delegation by choice|
|1. When a team member hands in their notice of resignation, management should decide whether they would like to offer an incentive for the team member to stay.
|2. Where no incentive to stay is offered, or where it is offered but declined by the employee, follow the steps in the Conclusion of Employment checklist for the departure of the employee.
|Conclusion of Employment Checklist||HR Manager|
|3. Complete the Exit Interview Questionnaire Form with them at an exit interview. If no interview is being conducted, ask the employee to complete the form prior to their final day of employment.
|Exit Interview Questionnaire Form||HR Manager|
|4. Prepare an Acceptance of Resignation Letter.
|Acceptance of Resignation Letter||HR Manager|
|5. Prepare an Employment Reference Letter if one is requested.||Employment Reference Letter||HR Manager|
|6. Prepare a Confirmation of Service Letter if one is requested.
|Confirmation of Service Letter||HR Manager|
|Termination of employment|
|7. Commence the Conclusion of Employment Checklist for the employee.
|Conclusion of Employment Checklist|
|8. Prepare a Termination of Employment Letter.
|Termination of Employment Letter|
|9. Prepare a Confirmation of Service Letter if one is requested.
|Confirmation of Service Letter|
|All departing employees|
|10. Ensure all of the firm’s equipment is returned and that the employee’s access to the firm’s systems is removed (these matters should also be included in the Conclusion of Employment Checklist).