When an employee resigns, handling the process smoothly is crucial. Moira Grassick outlines key steps to manage both formal resignations and sudden departures in your business
Occasionally, employees resign. In doing so, they usually give full contractual notice of their resignation.
However, an employee sometimes resigns in the heat of the moment. As you can imagine, quitting a job with no notice given doesn’t exactly follow the typical resignation process.
Regardless of whether an employee submits a resignation letter or rage quits their job, you need to handle the situation properly.
What is resignation?
Resignation is when an employee informs their employer that they’re quitting. The employment relationships can end in various ways, including:
- An employee gives you their notice of resignation by speaking with you or handing in a letter of resignation;
- The business ends the contract of employment; or
- An employee reaches a justifiable contractual retirement age.
Once an employee has notified you of their intention to resign, they must complete a notice period. The length of this notice period can be found in the employee’s employment contract.
During this period, you can begin your search to find a replacement for the role. It’s also worth noting that you can pay the employee to not work through their notice period.
Notice periods in Ireland
Notice periods in Ireland vary by each employee’s employment contract and often their length of service.
There are, however, two common types of notice to keep in mind:
- Contractual notice: You can decide the amount of contractual notice an employee must give. For instance, two months’ notice may be required for an employee who has worked with your business for two years.
- Statutory notice: This is the length of notice an employee is legally required to give. This will depend on their length of service.
If an employee has worked with your business for at least 13 weeks, they must give you at least one week’s notice. However, one week’s notice is generally too little time to arrange a replacement. This underlines the value of an appropriate contractual notice period that works for your business.
Next steps
When an employee of yours decides to resign, it’s only natural that you may try to convince them to stay. After all, they could be one of your highest achievers.
If instead you accept the resignation, there are some key steps to follow:
- Get the resignation in writing: Written confirmation of the resignation must include the employee’s name, the date, and a signature. Seek a resignation letter regardless of the length of employment.
- Respond to the resignation: Acknowledge your acceptance of the resignation. This can be a written or verbal response. You can also send a resignation email with the notice period confirmed.
- Decide on the notice period: Do you want the employee to work their full notice period? Confirm your decision with the departing employee.
- Prepare a handover pack: A handover pack for the departing employee’s replacement will come in handy when they arrive.
- Conduct an exit interview: This interview allows you to understand the employee’s reasons for resigning. You’ll also be able to make improvements to their role or management practises based on that feedback.
- Retrieve business property: Retrieve business property from the departing employee. These items could include computers, devices, or their uniform.
You must also arrange the employee’s final wage payment. Failing to do so can result in a Workplace Relations Commission (WRC) claim.
Finally, try to end the professional relationship on a positive note. After all, the departing employee may return to your business down the line.
Moira Grassick is Chief Operating Officer at Peninsula
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