Denial Of Resignation Put Forward Verbally By An Employee Before - CiteHR
Dinesh Divekar
Business Mentor, Consultant And Trainer
Rahul Nagaria
Hr Executive

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I am working as an HR in a firm. Recently, a month back an employee had resigned due to reasons of his own.
He had never emailed to the HR or the Management regarding the same and only verbally informed of his resignation to a few employees including the management.
Now since he was a quite old employee, and was very close to the management, it didn't occur to get a relieving email / resignation email from him.
Now, after 1.5 months, when we had asked for a few things which were left to handover (many things like laptop and phone he had already given), he suddenly is telling that he is on a holiday(which again is not documented anywhere).
Please put your inputs as to how to ensure that this person doesn't create an issue later.

Dear friend,

The problems of this kind arise due to the following reasons:

a) In formal organisations, there is no much importance is given the to verbal communication. Verbal communication has to be supplemented with the written communication. Not asking letter of resignation was your No 1 problem.

b) If the employee told verbally about his resignation to the management then "management" should have told him to approach HR and submit resignation letter through proper channel. It appears that your management has also not understood the importance of written communication.

c) Problems mentioned in (a) and (b) arise when proper Policy on Employee Separation does not exist. If it exists, then it appears it is neither implemented nor circulated. When employee submits resignation, HR department accepts the resignation and sends "Acceptance of Resignation" letter. In this letter, handing/taking over procedure, notice period, pending tasks etc is mentioned. Since employee told verbally about his resignation, it appears that he was not issued with this letter thereby giving chance to him to blow hot and cold.

d) Your one more problem is that miscommunication arising out of lack of understanding of proper definitions. You say that now the employee is saying that "he is on a holiday". There is a difference between "leave" and "closed holiday". But have these definitions been clearly explained in policy on employee leave? How a senior employee can say that he is on holiday? Does he know what is he saying? How can other employees work but he remains on "holiday".

Solution: - From the point (a) to (d) above hope you have understood the importance of written communication. Encourage as much written communication as possible. Secondly, send official letter to the employee. Write in the letter about the verbal communication, his returning of some of the company property etc and enumerate properly the separation procedure.


Dinesh Divekar

Hi Dinesh
Thanks for the update.
Yes written communication is paramount and in the years of history, this is the only case like that. Rest all have been written in email and accepted as you have mentioned.
We had sent a letter via regd post as well stating the same as mentioned by you, but it was returned back to us as unclaimed.

If the employee states that he was on holiday then ask for the approval of such leave/holiday. If it was unapproved leave/holiday take it as a code of misconduct and accordingly proceed further with the formalities.
The acceptance or denial will completely depend on the relationship of the employee with the organisation, his behaviour in the past, influencing power on the other workers and his role and replacement to that role. An appropriate actions need to be taken at each varying scenario.
Acceptance - By any means the management decides to accept the employee to rejoin the organisation then formally inform him in front of the management as an HR and issue him a Misconduct Memo and fill an accepted copy withe complete details mentioned in it.
Non-Acceptance - By any means the management decides not to retain the employee then a termination Misconduct letter is required to be issued and complete Full & Final settle should be proceeded.

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