Handling a Resignation Email from an Employee Who Didn't Show Up – What Should I Do?

I am working as an HR in a software company. One of my employees sent a resignation even without coming to the office through email, addressing it to his reporting manager and copying me. I kindly request anyone to assist me with this matter so that I can proceed with the necessary procedures.

Regards,
Divya

First, wait for his/her reporting head to acknowledge the mail and inform you to proceed. The resignation should first be accepted by his/her head before the procedure starts. So, please wait and follow up with his/her head and have a discussion about what should be done.

Meanwhile, update yourself with the employee's past records and dues to be collected from the employee, if any.

Regards,
Bharghavi

Every employee has the right to quit their job at their discretion at any time to pursue a better offer elsewhere or for any other reason. Therefore, sending a resignation through an email is not considered wrong nowadays. The only aspect to consider is whether the employee has adhered to the company's rules. If the management or the employee's Head of Department (HOD) wishes to retain the services of an employee who has submitted their resignation via email, they may reach out to you or direct you to take necessary further action promptly. Alternatively, you can remind and request the HOD of the resigned employee regarding the resignation and proceed with appropriate actions in accordance with the terms of the employee's appointment order or the company rules, as applicable.

Regards

As Bhargavi Iyer rightly said, wait for the line manager to add his/her inputs on the resignation.

Further, it is understood that the employee is not turning up to the office; hence, you may want to talk to him regarding his attendance. Merely sending out a resignation letter is never a process of leaving/quitting an organization. The resignation is supposed to be accepted, then he is supposed to hand over his current responsibilities to the reliever. After serving the notice period, the employee becomes an ex, which means he has completed his tenure with the organization.

So, in this case, you may want to talk to the employee about the process and request him to abide by it. Then, you may also want to discuss his absence post his resignation.

I hope this clarifies. Seniors are free to suggest any corrections...

First, check with the Reporting Manager on why this employee preferred to send the resignation letter during their absence from work. Could this be the result of any awkward situations between both of them? Or was this a one-off situation with just this employee?

While for any Reporting Manager, this may be just about normal, as HR, you need to focus on the long-term aspects of such situations. What if this becomes a precedent?

Also, put timelines for the Manager's response to the issue. But as HR, it's your job to communicate with the employee in such matters.

When you respond to the resignation, do it through email too, and then follow up with a call. Cover the various aspects of the notice period, etc., that every employee needs to adhere to. Insist that there needs to be a meeting ASAP to decide the next step—like Dishkit suggested/mentioned.

All the best.

Regards, TS