Resignation Policy Template

Resignation Policy

Purpose of Resignation Policy

This Resignation Policy sets out the expectations and procedures for employees who choose to voluntarily leave employment with [Company Name]. The policy ensures a consistent, fair and orderly process for notice, handover, final pay and exit administration so that both the employee and the organization can manage transitions with clarity and minimal disruption.

Scope

This policy applies to all employees of [Company Name], including full time, part time, fixed term and temporary staff, unless separate contractual terms apply. Contractors and consultants should follow the terms of their engagement agreement.

Resignation Submission

Employees should submit a written resignation to their manager and to HR. The resignation should state the intended last working day taking into account the applicable notice period. A resignation is considered effective on the date it is received by the manager or HR, whichever is earlier.

Notice Period

Employees are expected to provide the notice period required by their employment contract or by [Company Name] policy. Where no contractual notice period exists, employees should provide reasonable notice to allow for an orderly handover.

• Standard notice periods should be specified in the employment contract.
• Shorter notice may be accepted by the employer in exceptional circumstances, subject to manager and HR approval.
• Where the employer requests immediate release, the employer may, at its discretion, pay in lieu of notice consistent with contractual terms.

Handover and Knowledge Transfer

Employees are expected to cooperate in the handover of duties. This includes completing a handover document, transferring active work, and briefing colleagues or a successor as directed by the manager. Managers should clearly communicate handover expectations and timeline.

Final Pay, Benefits and Return of Company Property

Final pay will include unpaid salary for work performed through the last day of employment and any accrued but unused benefits that are payable under company policy or contract. HR will provide details on deductions, benefits continuation and the timing of final payments. Employees must return all company property, including keys, laptops, badges and documents, prior to or on their last working day unless otherwise arranged with HR.

Exit Interview and Clearance

[Company Name] may request an exit interview to discuss reasons for leaving and to capture feedback. Employees must complete any required clearance processes, including finalizing outstanding expenses, completing required documentation and providing forwarding contact details for payroll and benefits administration.

Approval Process

Managers are responsible for acknowledging resignations, confirming the last working day with the employee, and initiating the internal exit process. HR is responsible for administering final pay, benefits, clearance and retention of resignation documentation.

• Managers should notify HR immediately upon receipt of a resignation and work with HR to manage staffing needs and handover plans.
• Exceptions to standard notice periods or contractual terms require written approval from HR and the manager. Senior leadership approval may be required for senior roles or special circumstances.
• Where an employee requests a change to the resignation date, managers and HR will consider operational needs and any contractual obligations when approving or declining the request.

Non-Compliance

Failure to follow this policy may result in administrative consequences. Examples include delayed processing of final pay, forfeiture of certain benefits where permitted by contract, or internal disciplinary action if the conduct constitutes a breach of company rules. Decisions will be handled in a fair and consistent manner by HR and management.

Note

This policy may be updated from time to time to reflect business needs or changes in best practice. Employees should consult HR if they need clarification or assistance with the resignation process or any aspect of exit administration.