Management Coach I Hr Strategist I Career
Sharad Pant
Program Manager In Ngo Sector
Recruitment/talent Acquisition, Career Counselling
Gokul_IDC Technologies
Business Development Manager
+2 Others

Cite.Co is a repository of information and resources created by industry seniors and experts sharing their real world insights. Join Network
Dear all,
I need to write a internal memo regard to employees putting resignations and then ask for withdrawals, this is now become a trend in our company. Also people keep ask for Salary raise whenever they feel like and threat us to leave the organisation.
Therefore I told to prepare a internal memo stating clear message to the employee / group that management will not allow or entertain resignations (without thoughts) and after that withdrawal of resignations. Also the unethical demands of the employees.
I am not getting a suitable language. Thus I would request if someone can help with draft.
Many thanks

It seems your organisation is not prepared well to deal with such cases.
Try to understand why employees do such things because they don't have any fear of loosing job and they think that your company is very much dependent on them. So you need to remove that perception. Create a 2nd line backup for every important position in the organisation so that if anybody leaves at any point of time then the back up can serve the purpose.
Set a policy that once any employee put down his paper then that cant be withdrawn until and unless the management permits him/her to do so. Also set clear policy for appraisal that it would be done yearly/half-yearly as per your management decision.
Remember for employer there is no scarcity of resources and for candidates there is no scarcity of opportunity. So you should not be dependent on any employee very much.
This is in short what you can do.For more detailed suggestion on this you may please write to me.

Dear Rinki,
It seems that your organization is not having proper policies and procedures in place w.r.t. Human Resource Management.
Further, it also seems that the Management does not or rather does not want to take any tough decisions and therefore people take them for granted.
It is advisable to put in place proper policies and procedures and communicate the same to the employees.
Also, work on building up a positive work culture and also create successors for each senior / key position. When people find themselves in a bargaining position and the management to be vulnerable, they resort to the tactics states by you above.
If you need professional help and advise, please feel free to connect with us and we will be glad to help you.

Dear friends,
I think this issue should have to look on both side (employee & employer). I think there should be proper HR system should be place, there should be proper review system by which the contribution and performance of employee can be measure or evaluate. On the basis of yearly/ half yearly performance evaluation tools, management can take increment, reward or further continuation/ discontinuation of the employee in the organization.
Sometime employee work on lesser payment because they satisfied with the working condition/ atmosphere/ culture in the organization, so this aspects should also need to take into consideration.
Sharad Pant

Hi Rinki,

Please memo draft below:

Sub: Company Resignation Policy Initiative

Greetings All,

As you're all aware our company is continually looking to evolve, grow and expand not just externally in a manner that benefits our clients, but also internally.

We are forever looking for ways in which we can make this office a friendly and fun workplace where our 'insert company name' family feels safe, welcome and stress-free.

As part of this growth, we are also looking to enact and enforce certain HR policy initiatives that we're sure would help bring transparency and stability to your various roles within this our XXXcompanynameXXX family.

In order to best facilitate change over management we are instituting the following changes to the 'Resignation Policy'.

1. All resignation letters submitted to HR have to be duly dated,signed and submitted in hard-copy as well as by e-mail to 'insert-hr-email-id- here'.
2. One month or 30 days notice is mandatory (whichever is greater).
3. All resignation emails have to be addressed to HR and copied to respective team/project leaders.
4. All resignations will have a 15-day review process, within which time no withdrawal of said resignation will be permitted.
5. If an employee wants to withdraw his/her resignation, they will have to sign a new contract, whereby they will be treated as a new joinee.

Please contact HR for any clarification.


Hello Rinki,

Like other members mentioned, the employees seem to be taking your Company absolutely for granted.

However, I think you are barking @ the wrong's the Management that should be changing their ways rather than sending some sort of circular or memo to the employees.

The internal memo that you wish to send would have the effect of just 'For Your Info' ONLY. Nothing more.

The Final action has to be from the Management end.

Next time when someone resigns, plainly give him/her a time of 1 day......absolutely NO make up his/her mind IF he/she is serious with clear instruction that the resignation can be withdrawn only within that period. And once the Timeline kicks-in, no question of withdrawal & the formal resignation/relieving process would begin.

It's here that the management has to be steadfast about any link-ups with salaries and/or promotions. One way to do it is to accept the resignation & then promote the person next in the ladder to the position of the one who resigned. The internal peer support & link-up to salary would automatically wane & the person who resigned will be on his/her own.

I did this years back in a similar one-off situation to a guy working with me & that guy had no other way but to get relieved & fall on the road [he didn't have any Offer but thought he could get a salary hike & promotion by blackmailing with his resignation--it was months before he joined another job].

There wasn't another such case again for years until I was working there.

All the Best.



This discussion thread is closed. If you want to continue this discussion or have a follow up question, please post it on the network.
Add the url of this thread if you want to cite this discussion.

About Us Advertise Contact Us
Privacy Policy Disclaimer Terms Of Service

All rights reserved @ 2020 Cite.Co™