Navigating Appraisals and Resignations: Should You Give a Raise Letter to a Departing Employee?

Hi All, What should be done in this case? An employee participates in the appraisal process in April. His salary raise is decided by the management. The letter distribution process was ongoing, but he resigned before receiving the letter. Now, he is asking for the appraisal letter.

Questions to Consider

1. Can he be given the letter?
2. If he had received the appraisal letter and accepted it, what would have been the case?
3. How will the April month's salary be calculated for Full and Final settlement based on the raised salary or the old salary?

Please guide.

Regards,
Ashish

There are others in this forum who are better equipped to suggest as far as the rules are concerned, so I won't touch those aspects.

But looking at the situation/case logically and ethically, I don't think you should release the appraisal letter. There's every chance he will use it to get a higher hike at his new company.

Before you arrive at this conclusion, I suggest talking to him and finding out the reasons why he resigned. Some guys resign during the appraisal time to build up the pressure to get a better hike. While speaking to him, suggest not linking the letter with your conversation, else he might give you the answers you want to hear (the chances are high in such situations). If indeed this is true (that he resigned to build up pressure), it's up to you to handle it the way you wish. Frankly, at least, I wouldn't buy it—I recollect such a case early in my career where we understood the game and just accepted the resignation (the guy had to be jobless for a couple of months after that).

Regarding Your Point-2

Since that situation hasn't come up, why think of it? It's a hypothetical situation under the present context.

Regarding Your Point-3

Technically, his salary will be as per the old framework/scale since neither the giving nor the acceptance of the letter has happened so far. But if the difference isn't very high (on a monthly level), maybe you could consider paying as per the new/raised scale to use it to create an impression with the other employees who are still with you. But also keep in mind that this could form a precedence for similar situations in the future—take care to ensure that such a situation won't occur if you want to do it this way. If not, forget it.

I suggest waiting for others also to advise.

Regards,
TS

Hi Folks, I need to know a few things:

1. From which month are you planning to give increments or promotions (January or April)?
2. When did the resigned person join your organization?
3. Have you provided any HR Handbook related to the Contract of Employment? If yes, what conditions are mentioned regarding promotions?
4. Did your employee resign in the same month (April)?

Thank you.

Thank you for your valuable inputs, Tajsateesh sir. I have spoken to him, and there is no pressure building up to get a better raise from his end. He has received an offer from a very renowned company and does not want to stay with us.

Details Regarding Vikash's Question

- It is effective from April.
- He joined the company approximately 1.5 years ago.
- His contract stipulates a one-month notice period.
- He resigned on 4th April and is being released on 25th April.

Please advise.

Regards,
Ashish

Hello Ashish, Given the latest facts of the case you mentioned, it's clear that he doesn't need to be given the Appraisal Letter—no change in this aspect. Even though it may not make any difference to you whether you give it or not, why generate a chance for it to be misused (not that he WILL do it, but why take a chance from YOUR end at all?).

April Month Salary

Coming to the April month salary, status quo again—as per the old scale/salary only. I am sure he too will see the fair logic—just needs to be handled appropriately. And going by your postings/replies so far, I am sure you can.

Regards,
TS