TERMINATION OR RESIGNATION OF AN EMPLOYEE

When you terminate an employee, is good idea to inform him or her in writing, citing the specific reasons for termination. This will formally state the issue just in case the employee should question the reason. On receiving the notice of termination of employment, the employee should acknowledge receipt and return the acknowledged notice to the company; severance and other benefits should not be paid until the acknowledged notice is received. When you are terminating a corporate officer or director, you need to receive from him or her a formal resignation, which you must formally acknowledge.

RESIGNATION WITH FORMAL ACKNOWLEDGEMENT When a corporate officer or director leaves the company, he or she must submit a formal resignation stating his or her position as a corporate officer and also the fact that he or she has officially resigned from the corporation. In that way the person ensures that he or she will no longer be responsible for actions of the corporation or involved in the corporation in any fashion. This resignation is then acknowledged by the board of directors.

Notice of Termination Dear Employee: It is with regret that I inform you that you are being laid off from your position as __________________________ effective ___________. Lack of funds (and/or lack of work) necessitates this layoff. This layoff action is indefinite in duration and should be considered permanent. I wish to assure you that your termination is not related to your job performance, but I do not anticipate this layoff situation changing in the foreseeable future. We appreciate your contribution to the University, and I regret sincerely that our current fiscal problems have required this notice. My best wishes for success in your future endeavors. Sincerely, _____________________ (Employer) Receipt of the above notice is acknowledged: _____________________ (Employee)

Notice of Unsatisfactory Performance MEMORANDUM TO: Mary Jones FROM: Tom Doe Supervisor DATE: January 9, 20__ SUBJECT: Initial Written Warning for Poor Work Performance On Wednesday, January 8, at 2:30 pm., we met to discuss your failure to follow the instructions and departmental procedures described belo w. You did not process a travel request on a timely basis and scheduled an important meeting on this travel day which had to be rescheduled. Also, another travel request was prepared that was incomplete in numerous aspects, including the registration form. Filing in all areas is to be done on a daily basis. Filing in some areas accumulates for more than a week before receiving your attention. You were given oral instructions that nothing was to be stacked on top of the file cabinets. A second reminder was issued two weeks later to clean off the top of the file cabinets, and it included specific instructions as to where the materials should be placed. Both of these directives have been ignored. Mary, I urge you to direct your attention to these areas of your performance before further corrective action becomes necessary. Sincerely, _____________________ (Employer) Receipt of the above notice is acknowledged: _____________________ (Employee)

Letter of Resignation _ _ Dear Employer, Please accept this letter as notice of my resignation from the position of [INSERT JOB TITLE] at [INSERT COMPANY]. As per the terms of my employment contract, I will continue to work for the company for the next [INSERT NOTICE PERIOD LENGTH], completing my employment on [INSERT LAST DAY YOU INTEND TO WORK]. I have enjoyed being a part of the team and am thankful for the opportunities you have given me during my time here. If there are any areas in particular you would like me to focus on during my notice period, please let me know. I hope that I can rely on you for a positive reference in future. Yours sincerely, __________________ (Employee)

Acknowledged Resignation January 21,20_ _ Carrie P. Brown 1357 Arthur Avenue Leonore, IL Dear Ms.Brown, This letter acknowledges receiving your resignation letter, dated March 10 th 2010, and confirms that your last working day is April 5 th 2010, after offsetting your outstanding leave days. We are pleased that all your projects have been completed or duly handed over to your colleagues. We have also received your clearance form that has the essential signatures of the various department heads. Your resignation letter has been forwarded to the Finance Department for processing any dues and you can clear other exit procedures before the last day of work with us. It has been a pleasure having you as one of our employees and we wish you success in your future undertakings. Company will miss your good behaviour, hard work and the heights you gave to the company with your strong determination and support. We wish you all the best in your new endeavors. Yours sincerely __________________

EXIT INTERVIEW When employees resign, it is a good idea to have an interview with them to learn the reasons why they are leaving. This will help you evaluate what sort of person you need to hire as a replacement. You may find that the job is not appropriately structured, in which case, you will want to revise the job before hiring another person. Or you may find that the qualifications of the departing employee did not fit the job.

It is a good idea to write a report on each exit interview and add it to the employee’s design staff questionnaire. Name of the employee Date of the exit interview Date the employee was hired Employee’s address, sex, marital status, age and educational background

After the exit interview, you should determine what action to take; to hire another person, to ask another staff person to take on the additional work or to fill the void in some other way.