How Can I Stop Emotional Goodbye Emails from Departing Employees in My IT Company?

Hi!

I am working as an HR Manager in a US-based IT company. The employee strength of this company is 220, and all the employees have experience ranging from 0 to 2.5 years. Therefore, the attrition rate is high as some employees are leaving due to marriage, relocation, and a few engineers are leaving for higher studies.

There are 4-5 resignations every month. The issue arises on their last working day when the employees leaving the organization send very sentimental or emotional emails, thanking people who had helped them and detailing their experience. Some even use Hindi words and write unprofessional content. This practice is not appreciated, especially when the same email is sent to the US Management and other mentors.

I have informed the employees that they can personally meet their friends on their last working day instead of sending emails to everyone. Despite my efforts to communicate that this practice is not appreciated, I ensure that the departing employee cannot use their system after the exit formalities are completed. However, the next morning, I often find long 'goodbye' emails (sometimes sent by someone else logging into their system). Alternatively, they send emails to everyone in India and the US except HR. The average age of employees here is 23 years, and most of them are fresh engineers from college, making it challenging to make them understand certain aspects.

Any suggestions on how I can curb this practice would be appreciated.

Thanks,
Sonal

Sonal, this is a regular practice observed in almost all companies. Instead of asking them not to send self-drafted emails, you can propose a standard template that contains basic information like personal email id, contact number, etc. Exit employee behavior is quite dynamic; they tend to make it more emotional. I hope this advice is helpful. As part of the exit process, make sure that the email id is disabled or blocked on the same day of the exit.

Thanks for your suggestion, Ram. I can look into the option of drafting a standard template because blocking email IDs may not be possible every time due to the time difference, as this is again handled from the US.

Create a list of Dos and Don'ts at the time of induction.

Send out an email from the HR wishing the outgoing employee, acknowledging his contribution, and copy all concerned (his team, etc.). This way, you may only expect a reply and avoid him sending another message to all. Alternatively, upon receipt of the resignation, send out an acknowledgment of registration with the dos and don'ts.

Regards,
Savita

Dear Sonalduhra,

Your problem is almost existing in all companies, which can be controlled not by being friendly, but instead by taking leadership activities. If this practice continues, there should be a policy in the system that their papers will not be released if things continue like this. This remedy is not 100% sure, even though I am trying to implement it. In certain areas, we have to be rude and rigid so that the company's morale is not affected.

Thanks,
Vishnu

Hi Sonal!

You may take the following steps regarding this issue:

1. Frame a policy regarding the use of the emailing system and make it known from the beginning.
2. Remind the policy at the time of resignation (especially of not sending any personal emails).
3. Take strict action on defaulters (and set it as an example for others).

On a personal level, you may talk to the employees and spread the word that this behavior is not appreciated by the US team, and they look down upon such employees. (Bringing in the patriotic factor might also help 😉).

And tell us what happens!!

Thanks,
Ananya

1. A policy informing that mails cannot be sent to more than five people, unless work-related. If there is a default, the policy should state the course of action and adhere to it strictly.

2. Encourage them to personally meet with people whom they wish to thank and provide time for the same.

3. Monitor/curb bulk mails, work unrelated emails, and those sent to more than three recipients, after the papers are put down, through the technical department.

4. Most importantly, once a person resigns, have a session on the code of ethics to drive home the point.

Hi Sonal,

I read the whole thread. I would say YES to all of AnanyaB's suggestions except for the 3rd point. Hardly any action could be taken on members who have left, apart from the deduction from salary (as an offender of policy rules). That doesn't sound professional to me and leaves a very bad impression. If the employee goes for 'Word Of Mouth'. So go ahead and apply the addition to the organization's policy and send reminders when a member resigns.

+1 for Ananya :)
Prix

Please follow the advice given by ram2jo to block the email ID at the earliest so that such emails are not sent. Moreover, there is nothing to worry about even if they send emails; at the time of exit, they may express their frustrations. You can always question why they didn't raise these issues while in service to HR, as HR is always available to help them with their problems. Why do they choose to bring up these problems only at the time of exit? There's nothing to worry about, dear.

SK

Hi Sonal,

Considering the average age and the years of experience of the engineers in your organization, employees at this level tend to get too rebellious and do not follow the policies set, especially when they know they are quitting the company and it's their last day. Also, you have spoken to employees every time about this, but people do not listen.

I would suggest the following: The requirement of a computer system or official ID is only necessary when the employee has to complete his/her assignments for handover purposes. Hence, discuss this matter with managers and above levels and try to complete the handover process by the employee to the manager one day in advance. Once the handover is completed, disable his/her official account and do not give access to the computer system. Keep the last day of the employee to complete the F&F part with other support groups. If you are questioned by the employee about why this action is taken, then share your concern about the goodbye emails floating on the last day when the employee leaves.

I am not sure how this suggestion will work, but if employees behave immaturely, then strict action should be taken by HR.

Regards,
Maithili

Hi Sonal,

I have also gone through the message trail; everyone is giving very good suggestions. But now you have to choose which one you can apply in your existing system or which system allows you.

In my opinion, the best approach would be to remind them of the email policy as highlighted above. Secondly, on the day of the relieving, you can ask your IT guy to deactivate the email ID of that particular individual (perhaps this you can amend in your existing policy/processes). Thirdly, put a check through IT where any email sent to more than 10 internal employees should require authorization from the departmental head or manager. Access for all should not be given to everyone; it should be through common departmental IDs created department-wise, like HR Team, Accounts Team, IT Team, etc. Common messages to all should be sent through these IDs only.

I believe these are some small checks you can apply to prevent such emails.

Regards,
SV

Perhaps, the login 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 a certain extent.

Regards,
Prakash

Do not issue the relieving or experience certificate for such types of employees. Let this be a lesson for the others!

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, appointing someone of trust who will review these emails, and putting a restriction on the number of recipients an email can be sent to.

Every day, you can send a list of resigned employees along with the date of their last day of work to the IT department and ask the IT personnel to block the IDs of these individuals on their last working day. Since the IT department would be informed well in advance, they shouldn't hesitate to carry out the necessary actions at the right time.

Also, issue a circular stating that no sentimental emails should be sent by resigned employees thereafter. Failure to comply may directly impact the settlement of their Full and Final (F&F) dues. Of course, ensure to inform the HR department about this decision.

Set an example by actually deducting one day's pay from the F&F of an employee who fails to adhere to the policy.

I feel irrespective of position, HR should organize a farewell meeting wherein the employee is able to interact with his immediate circle of colleagues and thank them. Also, announce during the meeting that the employee will not be sending any emails from his side, so all good wishes, etc., should be communicated to him. Additionally, make the employee declare his phone number, personal email address, etc., to the group.

Think about this. It could work.

Dear Sonal,

Talk to your IT and ask him to put his email (personal email ID as mentioned in personal records) and "subject line" under the filtration list. The majority of such emails would be tracked at the server level itself, and IT can delete them. If it is a useful message, then IT can release it.

In the case where a resigned employee sends an email from the employee's PC, track the IP address and issue a charge sheet or warning letter (in writing). This action will help in maintaining order.

Please get in touch with your IT team; they will provide many solutions to address the above issue.

Arvind

Hi,

Greetings.

So, writing a thank-you note is bad - some American "mentor" says it is wrong, and all lackeys support it - good, keep it up. I 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,
K

Well said, Mahalakshmi!

What is wrong if an employee sends a goodbye mail when they are leaving? I suppose Americans are very transparent and open in their views. What is objectionable in a goodbye mail?

In case you do not allow the use of the official mail id for a goodbye mail, employees can very well send the same through their personal mail id. So don't be stupid and small.

Thanks & Regards

Hi,

Well, you should make a policy that has to be introduced during induction and at times of resignation. HR should also provide a human touch, so instead of just telling people what not to do, you can personally send a goodbye letter. As someone previously mentioned, when you send this letter, people will be more responsive to it rather than taking their initiative. I hope this suggestion will be helpful.

Regards,
Shanu

I disagree that the HR department should organize a farewell party for the employees who are leaving the company. We should not celebrate the fact that someone is leaving us or that we had to fire someone, regardless of the reason. If their immediate circle of friends or colleagues wants to wish them farewell, they can do that on their own. I don't think the company or the HR department should be involved.

Dear Sonal and fellow CiteHR colleagues,

It is true that such emails not only consume time but also occupy substantial space in your systems. Technically, you can ask your sysadmin personnel to block all the emails with the subject "Goodbye." But my suggestion is, instead of blocking such emails, you can issue a note intimating all to post such messages in a common location like a database, and a link towards the particular file will certainly save a lot of space. It offers the option of reading or leaving it unattended as well.

After all, emotional feelings cannot be curbed abruptly, especially once a person has decided to leave the company, as they may have already been deprived of so many things due to their proposed separations. Therefore, give human emotions a little consideration.

Thanks & Regards,

Balamurugan Sivaprakasam
Head- HR
ICIL- MM Nagar

There is a saying - employees join organizations but leave managers. People are emotional when they leave the organization, so they try to share their emotions and feelings with others.

I think this problem is due to the absence of an email policy in your organization. You should involve your manager and formulate an email policy. Maybe there is a policy, but people are not aware of it. So, you might have to start a campaign of some kind to make people more aware of email policies.

You can also provide them with training on how to write professional emails and email etiquettes. If this is a common practice followed by many employees, then this has become a culture in your organization. You need to take the initiative to change it.

Also, as soon as an employee resigns, you must proactively inform them about the 'goodbye mail policy.' You need to implement stringent measures to ensure that the policy is followed. You can withhold the person's relieving letter, impose fines for violating the company's policy, deny references, etc. Send this message to the employee in writing, with a CC to their manager.

Impact of Emotional Goodbyes on Employees

People often say goodbye to all because they become emotional. Any policy or control will bring a negative impact not only on the exiting employee but also on the existing employees.

A System for Farewell Meetings

Come up with a system where an employee will be freed from all responsibilities two days prior to their last working day so that they can meet their colleagues. This will be the best way of communicating "goodbye."

The Importance of Personal Goodbyes

Explain to them that meeting in person is respectful, while sending an email is disrespectful when saying "goodbye." This approach will work better.