Hi there,
We have a staff who resigned a month ago and already returned company stuffs such as keys, access cards, cellphones and manuals. But yet my boss still insist me to give this staff a proper letter to sign and show him.
Can anyone help me for this? I couldnt find the right format under release letter category.
Thank you and warmest regards,
Isabel ~
16th November 2011 From Malaysia, Petaling Jaya

Date: 17/11/2011

Dear Ms.ABC ,
With reference to your resignation, we hereby accept your resignation and agree to relieve you from the duties on 31-10-2011. We confirm that you have worked in our company from 24/1/2011 as current Designation.
During your employment with us we found you to be hard working, diligent and honest in performing your duties.
We wish you all the best in your future endeavors.
For xyz company.
(Sr.HR Manager)
17th November 2011 From India, Mumbai
Here is something that may be of help:


Employee name:

Exit Interview conducted by:

Job Title:

Leaving Date:

Date employment ends:

Would you consider employment with the Company again in the future?

Any other comment about your experience in your employment:

Return of PropertyCheck property returned For HR Use



Mobile telephone



Swipe card

Credit cards

Parking Pass

Customer lists/confidential materials


Replace employee’s name on any third party registers

De-register FSA

Company Benefits to be cancelled



Life Insurance

Dental – Simply Health


Password for documents provided

Web Access cancelled

Passwords changed

Account Disabled

Emails forwarded


Handover of work:


Pay in lieu of notice


Any expenses owing

Season Ticket Loan


P45/Tax leaving certificate to be issued

Total Due:

Signed by Employee (Name: )

Signature_________________________________________ ___

Signed for and on behalf of the Company


Signature:________________________________________ ___
17th November 2011 From United Kingdom, London
Teryy No2 has given excellent format.
I suggest that it should include" I have recieved full and final payment of dues vide cheque bearing machine no ------ drawn on-----dated------.I am aware of non disclosure clause and am legally bound to honour it."
No dues certificate should be routed through HOD and should bear his signature.
Col.Suresh Rathi
18th November 2011 From India, Delhi
As a further contribution here, this is the contents of a letter we use when a senior employee has resigned and is going to work a notice period:

We refer to your resignation letter dated [date]. We are writing to confirm acceptance of your resignation.

As you know, your contractual notice period is [one] calendar month. This means that the date of termination of your employment will be [date]. After taking into consideration your scheduled leave arrangements, the last date in the office will be [date].

In accepting your resignation, you will appreciate that we must take into account the best interests of the Company and, naturally, we assume and expect you to do the same whilst remaining a Company employee in order to minimise any disruption that might arise from your forthcoming departure. Therefore, whilst continuing to be employed by the Company, you should continue to comply with the terms and conditions of your Contract of Employment and act in a manner which does not breach those terms and conditions or your implied duties, including those of good faith and fidelity to the Company.

We also remind you that for the duration of your notice period, the Company’s policy relating to discipline and performance at work will continue to apply, as well as your duty not to compete or disclose confidential information.

We also take this opportunity of reminding you of the terms and conditions contained in your Contract of Employment that apply and that will continue to be ongoing beyond the termination of your employment, particularly the clauses relating to confidentiality, protection of intellectual property and restrictive covenants.

You will be paid your normal salary and benefits up to the date of the termination of your employment, together with a sum in respect of accrued but untaken annual leave entitlement (if any). If by your termination date you have taken more annual leave than you have accrued for the current holiday year the Company reserves the right to deduct from your final salary payment a sum equivalent to the excess annual leave taken.

During the course of the next few days we will formalise an appropriate transition plan with respect to your tasks and responsibilities and will communicate this to you in due course.

Could you please complete the attached acceptance slip to confirm the arrangements set out above.

Yours sincerely,
18th November 2011 From United Kingdom, London
Dear Terry No2,
Like I had mentioned,your previous input was excellent and it is excellent this time also.
I am well aware that there is no limit to which exit formalties can be stretched.
I am saying again that your input is excellent.
Col.Suresh Rathi
18th November 2011 From India, Delhi
Dear Col Suresh Rathi
Thank you very much for your kind comments. Although I think not everyone agrees with me (such as on the current issue on verification checks) I have always enjoyed seeing the Cite HR email everyday and hope that my occasional contribution helps fellow professionals in coming to the right answer in their own companies.
Kind regards
18th November 2011 From United Kingdom, London
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