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When staff resign

Steps to take when a member of staff resigns.

Most employees leave their job voluntarily for a variety of reasons. They may:

  • secure a new job
  • change their career
  • decide to study
  • leave for personal reasons
  • choose to take voluntary redundancy.  

Signs that an employee is aggrieved might be highlighted in a resignation letter by phrases such as 'my position has become untenable' or 'I am unhappy with the working conditions”.

Consider how these points could be addressed in a grievance procedure. Find out more about grievance policies from the Advisory, Conciliation and Arbitration Service (ACAS). Employers may also find Knowhow's advice for those leaving an organisation helpful.


Once an employee has resigned - handed in their notice - there are  practical issues that need to be considered. You should send a letter acknowledging the resignation. The letter should include:

  • details of final pay, and when it will be paid and how
  • details of annual leave, the employee's entitlement less any leave taken
  • a P45 and payslip
  • information on returning company property.

On departure, employers should use the opportunity of an exit interview to discuss the employee's reasons for leaving. These give you valuable information on changes you may want to make, or an insight into the strengths you may wish to build on. Find out more about exit interviews.


Page last edited Jun 23, 2017

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