How to handle a resignation

The first 48 hours

Acknowledge the resignation in writing within a day, even if the manager wants to discuss it. The manager should then meet the employee to understand the reasons. Decide quickly whether a retention conversation makes sense: only for someone you genuinely want to keep, and only if the reason is something you can fix, such as a manager, a role or a pay gap within your structure. Do not promise what you cannot deliver. A counter-offer made in panic and broken later leaves you worse off.

Notice period and last working day

Check the appointment letter and your policy for the notice that applies, which is often shorter during probation. Work out the last working day and put it in writing. In a worked example, Meera is a confirmed employee with 60 days' notice who resigns on 5 August. Counting the resignation date as day one, her last working day is 3 October. Agree in writing how leave during notice will be handled, and whether an early release request will be considered. See notice period for the basics.

A handover that protects the work

A good handover is a written document, reviewed by the manager, not a verbal chat on the last day. Start it in the first week of notice and check it again a week before the person leaves, so gaps can still be filled.

• Every responsibility, its current status and next steps
• Where files and records are kept, with access transferred through IT, not shared passwords
• Introductions to key customers, vendors and internal contacts
• Pending approvals, commitments and deadlines
• The person taking over each area, named
• Manager sign-off that the handover is complete

Clearance, final dues and letters

Run clearance during the last week so it is finished by the last working day. Final wages fall due within two working days of the exit, whatever the reason for leaving, so the settlement must be ready in advance; see payment of wages timelines. Include salary for days worked, leave encashment as per policy, gratuity if the person has five or more years of continuous service, and any recoveries allowed under their terms. Issue relieving and experience letters on the last day or with the settlement. The full and final settlement page lists the usual components.

Step by step

1. Acknowledge in writing within a day. Reply to the resignation email or letter, confirming receipt and that HR will share the last working day and next steps.
2. Hold a manager conversation. The manager meets the employee to understand the reasons and, where it makes sense, discusses what might change their mind.
3. Fix the notice and last working day. In ZeniaHR, recording the resignation sets the last working day from the notice days in the work terms policy and moves the employee to on notice.
4. Agree leave and early release. Confirm in writing how leave during notice is treated and whether any early release request is accepted, with any recovery that applies.
5. Plan and review the handover. Agree a written handover plan in the first week of notice and have the manager review it a week before the last day.
6. Hold the exit interview. Schedule a conversation with HR in the last week to understand the real reasons for leaving.
7. Run clearance before the last day. In ZeniaHR, offboarding records a structured exit reason and walks HR through an 8-item exit checklist.
8. Settle dues within two working days. Calculate wages, leave encashment, gratuity if due and recoveries. In ZeniaHR, paid days stop at the exit date, and an off-cycle run pays the settlement without waiting for month end.
9. Issue relieving and experience letters. Hand over signed letters on the last working day or with the final settlement, and keep copies in the employee's documents.

Frequently asked questions