Every company has its own established policies, procedures, and laws that govern how the company is run and operated. From setting the standards of how employees are hired into the company to outlining how employees sever their ties with the organisation, every aspect of the way things are handled can be found in publications like the human resources handbook.
More importantly, there should always be procedures in place that outline how employers respond to an employee’s resignation letter when it is handed to the employer. Thankfully, there is a wealth of information online via sites like https://content.mycareersfuture.gov.sg/write-reply-resignation-letter-supportive-employer/ that tells employers how to respond appropriately to these letters. Whatever the case or situation, here are 3 tips on how employers or their human resources staff should respond to resignation letters that their employees submit in writing.
Table of Contents
Tip #1 – Make Sure to Respond Officially in Writing
The letter that you craft to the employee must be in a business format. This is not a casual letter that you send to someone that you have known well for many years. Instead, it is a business letter that should be typed on the business’s official letterhead. Here is some of the key information that should be typed in the top left corner.
- Date of the letter
- Employer’s Name
- Company Name
- Contact information (address)
This letter should also be concluded with salutations, the typed name of the employer, and a hand signature with the date that is written or supplied to the employees.
Tip #2 – Accept and Document
The content of the letter that you send must also be specific. For instance, the letter should inform the employee that their resignation was received and accepted by the company. The resignation date of the employee should always indicate the official date of the resignation (i.e. last day worked, effective date of the resignation). For instance, if the company owes the employee any type of back pay before they leave, the dates should be documented, particularly if there is a dispute at a later time.
Tip #3 – Acknowledge Employee’s Hard work
Even though this letter of response is actually written as documentation for the company, it is also meant to serve more than one purpose. And that is to thank the employee for their hard work and contributions to the company.
You may also offer some type of additional assistance in the future. In some cases, this assistance may be in the form of a reference letter for the employee that is leaving. Of course, based on the high value of the services this employee rendered, this part of the content is optional.
Conclusion
Responding to a resignation letter with the right content is not a difficult task to do. However, if you want to make sure that every aspect of the letter is written properly, you need to know exactly what to include in the response that you send. More importantly, you need to know what type of content should be relayed. For instance, these letters should be typed on the company’s official letterhead, the employee’s contribution to the company acknowledged, and the date of the resignation must be documented accurately.
