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Hi Sonal,
I have also gone thru the message trail everyone is giving very good suggestions but now you have to choose which one you can apply in your existing system / which system allows you.
In my opinion the best would be to remind them the email policy as highlighted above and secondly on the day of the reliving you can ask your IT guy to deactivate email ID of that particular individual (may be this you can ammend in your existing policy / processes) and thirdly put a check thru IT where ever an email sent to more than 10 internal employees should have some authorisation of the departmental head or mangaer. Access for all should not be given to every one it should be thru some common departmental IDs which can be created department wise like HR Team, Accounts Team, IT Team etc. etc. and common message to all should apply thru these IDs only.
I think these are some small checks you can apply to stop such mails.

Perhaps, the log in ids of the employees could be disabled as soon as an employee submits a resignation letter or in the event of a termination letter being issued..... the department head can coordinate with HR / IT and ensure this....... this might help to certain extent...Regards / Prakash
From India, Bangalore
Do not issue the relieving or experience certificate for such type of employees. Let this be a lesson for the others!
From India, Kochi
If an example of positive behavior doesn't work, and if setting such a policy and making an example out of the ones that will break it also doesn't work, then you can technically prevent it from happening by putting filler to the 'everyone' mailing list, and appointing someone of trust who will review these emails, and putting a restriction to the number of recipients an email can be sent to.

Everyday you can send a list of resigned employees along with the date of their last day of working to IT Dept. and ask the IT Dept. personnels to block the ids of these individuals on their last working day. Since the IT Dept. would be informed well in advance, they shouldn't hesitate to carry out the needful at the right time.
Also issue a circular stating that no such senti mails to be sent henceforth by the resigned employees, failing which it would have a direct impact on the settlement of their F&F (Ofcourse take the HR Dept. in confidence for this).
Set an example by actually deducting 1 days pay from F&F of an errant employee.

From India, Mumbai
I feel irrespective of position, HR should organise a farewell meeting wherein the employee is able to interact to his immediate circle of colleagues and thank them. Also announce during the meeting that the employee will not be sending any mail from his side, so all good wishes etc to be communicated to him. Also make the employee declare his phone, personal email id etc to the group. Think about this. Could work.
From India, Mumbai
Dear Sonal,
Talk to your IT & put his e-mail (personal e-mail id as mentioned in personal records) & "subject line" under filteration list. Majority of such e-mails would be tracked at server level itself & IT can delete it. In case it is a useful message then IT can release it.
In case a resigned employees sends the mail from employee's PC, track the IP address & issue a charge sheet or warning letter (in writing). This shall put things in order
Get in touch with your IT team, they shall provide lot many solutions on the above issue

From India, Ahmadabad
So writing a thank you note is bad - some American "mentor" says it is wrong and all lackeys support it - good keep it up - Thought only politicians sell our country to foreigners - till date never realized HR did not have self respect/ athma gaurav
In my country the first thing we do is say thank you by touching our parents feet every morning - our culture and their cultures are different
So please explain to your American mentors that Human beings do become emotional when parting
Your job is to teach the kids the emotional maturity by analyzing old farewell /goodbye letters and how laughable some of them are
Best wishes - please think and make others think
Warm regards

From India, Gurgaon
Well said mahalakshmi !!!
What is wrong if employee sends a goodbye mail when he is leaving. I suppose Americans are very transperent and open in their views. What is objectionable in goodbye mail.
In case you do not allow the use of official mailid for googbye mail, employees can very well send the same thru their personal mailid. So dont be stupid and small.
Thanks & Regards

From India, Pune
Well you should make policy which has to be introduced during induction and at times of resignation.. But HR is also to give a human touch and hence instead of telling people what not to do u urself can send an goodbye letter.. As someone previously said when yu send this letter people will be moresponding to it rather taking their own initiative.. Hope it will be helpful..

From India, Ahmadabad

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