Employee Resignation Policy Template

Employees leave organizations for all kinds of reasons — new roles, career shifts, relocations, or life changes. Whatever the reason, resignations are a natural part of the employee lifecycle and should be handled with clarity, respect, and professionalism.

A clear employee resignation policy provides structure for how resignations are submitted and processed. It ensures that employees know how to resign appropriately, managers can support smooth transitions, and the company can uphold fair and consistent offboarding practices for every departing team member.

What the Resignation Policy Should Include

A strong resignation policy should outline:

• Purpose and scope: Why the policy exists and who it applies to
• Notice period expectations: How much advance notice is requested
• How to resign: The appropriate format and point of contact for submitting a resignation
• Exit processes: What to expect during the notice period, including handoffs and offboarding
• Final pay and benefits: Information on final paychecks, unused PTO, and benefits continuation
• Equipment return and account deactivation: Timeline and expectations
• Voluntary vs. involuntary exits: Clarifying that this policy covers voluntary resignations
• At-will employment language: A reminder that employees may resign at any time, in line with local laws

Purpose of the Employee Resignation Policy

This policy is designed to promote a respectful and consistent process when an employee voluntarily decides to leave the organization. It ensures:

• A professional and transparent resignation process
• Minimal disruption to the business and team operations
• Clear communication between the employee, their manager, and HR
• Proper handoff of responsibilities, return of equipment, and closure of systems access
• Compliance with applicable laws related to final pay and benefits

Resignations are an important opportunity for reflection and improvement — and how we manage them speaks to our values as an organization.

Sample Employee Resignation Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

This policy outlines the expectations and procedures for employees who voluntarily resign from their roles at [Company Name]. It applies to all full-time, part-time, and salaried employees across departments and locations. Different guidelines may apply to temporary workers, interns, or contractors.

2. Submitting a Resignation

Employees should provide their resignation in writing — via email or a formal letter — and submit it directly to their immediate manager and a member of the People Team. The resignation should clearly state:

• The intended last working day
• A brief statement of resignation (reason optional)
• Date of submission

We ask that employees give at least two weeks' notice, although more time is always appreciated. This helps the company plan for coverage, begin recruiting, and ensure a smooth knowledge transfer.

3. Notice Period Expectations

Unless otherwise specified in an employment agreement or collective bargaining agreement:

• Exempt (salaried) employees are requested to provide two weeks’ notice
• Nonexempt (hourly) employees are requested to give one to two weeks’ notice
• Leadership roles may be asked to provide additional notice (3–4 weeks when possible)
• During probationary periods, a shorter notice (1 week) may be sufficient

Notice periods may be adjusted in exceptional cases, such as health, family emergencies, or relocation.

4. Transition Planning

After resignation is received, the manager and People Team will work with the employee to:

• Define a transition plan and timeline
• Document key responsibilities and work in progress
• Identify knowledge transfer needs and backup support
• Conduct a final performance check-in if applicable

Managers may choose to waive the notice period or end employment earlier if business conditions require it.

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5. Final Pay and Benefits

Departing employees will receive:

• Final paycheck, including all earned but unpaid wages
• Payout of unused, accrued PTO (if applicable, based on state law and company policy)
• Information on COBRA or benefits continuation
• Details about 401(k), HSA, or other benefits termination and rollover options

Final wages will be paid on the next regular pay cycle or sooner, depending on local legal requirements.

6. Exit Interview and Feedback

The People Team will invite the departing employee to participate in an optional exit interview. The goal is to gather feedback, hear about the employee experience, and identify opportunities for improvement.

Exit interviews may be conducted in person, virtually, or via a written questionnaire.

7. Return of Company Property

Before the final working day, employees are required to return all company-issued items, including but not limited to:

• Laptops and chargers
• ID badges and keycards
• Phones, headsets, or other equipment
• Physical documents or confidential materials

If items are not returned in good condition, the company may withhold replacement costs from final pay where legally permitted.

8. Systems Access and Deactivation

IT access to company systems (e.g., email, Slack, internal tools) will be revoked on or shortly after the employee’s final day. For roles involving sensitive data or leadership access, deactivation may begin during the notice period.

9. References and Employment Verification

The People Team will provide employment verification confirming job title, dates of employment, and final compensation if requested by the departing employee or a prospective employer.

Employees may request a letter of reference from their manager, though it is up to the manager’s discretion whether to provide one.

10. Employment at Will

Unless covered by a specific contract or agreement, employment at [Company Name] is “at will.” Employees may resign at any time, with or without notice, and the company may also terminate employment at any time, with or without cause or notice, in accordance with applicable laws.

Frequently Asked Questions

1. Do I have to give two weeks’ notice?
We strongly encourage employees to provide two weeks’ notice to allow for a smooth transition, but it’s not legally required unless outlined in your contract.

2. Will I lose my PTO if I don’t give notice?
In some states or under certain policies, failing to give proper notice may affect your PTO payout. Check your local laws and HR for details.

3. Can I take time off during my notice period?
You can request time off, but managers are not required to approve it. It’s generally expected that employees be present during their notice period to support transition planning.

4. What if I want to leave earlier than the end of my notice?
You can submit a revised resignation notice. Let your manager or HR know as soon as possible.

5. Will my resignation be announced to the company?
In most cases, your manager or department lead will share your departure with your immediate team. Broader announcements vary based on role and team norms.

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