Dinesh Divekar
Business Mentor, Consultant And Trainer
Sr.manager - Hr&admin

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Hello everyone,
I need to send a email to all managers and leads regarding the employee last working day procedure i.e employee free from their core activities/duties, because most of the resigned employees mentioned they are working on project till log out on that day(they don't have time to gather the required hr related documents and not able wish their colleagues and other team members on the last working day. so based on that I need to draft one official email for managers and leads.

Instead of communicating this through email better prepare a "Resignation and Separation Policy" (the process to be followed on the day of relieving, documents to be submitted, blocking of email etc ) and get it documented. Circulate the Policy among all Managers /Department Heads and get is signed.

Can you share that policy or content for me.
Hi, Please prepare a draft policy and share so that members can review it and suggest corrections if required.
Can i get any outline how to start etc. because it is an official email to send all management team to implement this.
Dear Venkatesh,
Use the following draft:
Office Circular No _____/2019: Handing/Taking Over by the Separating Employee
1. When the employee wishes to separate from ___________ (name of your company), they submit the letter of resignation and start serving the notice period. The purpose of the notice period is for arranging the replacement or managing the continuity in the absence of the exiting employee.
2. However, it has been observed that the Reporting Authorities keep the exiting employees engaged so much that even on the last day of the tenure of the exiting employee, his/her intense activities continue. Hectic workday during the employment is common, however, it is unfathomable when the hecticness continues till the closure of the working hours on the last day. In the worst cases, the exiting employees have worked beyond the normal working hours on the last day of the employment.
3. In view of this, it has been decided that the reporting authorities of the separating employee(s) should plan the handing/taking over activities or Knowledge Transfer (KT) activities so that these finish by the end of the penultimate day of their employment. The last day of the employment should be reserved for the HR Department for their own activities.
4. All the HODs and Managers are to ensure the strict implementation of this notice so that the exiting employees leave in comfortable and relaxed state.
Authorised Signatory Date: -
Please fill in the blanks wherever necessary.
Dinesh Divekar

Hi Dinesh sir, Thank you so much for the draft. regards, Venkatesh.
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