How Can I Draft an Email to Managers About Handling an Employee's Last Day?

Hello everyone, I need to send an email to all managers and leads regarding the procedure for an employee's last working day, i.e., when an employee is freed from their core activities/duties. This is because most of the resigned employees have mentioned that they continue working on projects until they log out on their final day, leading to a lack of time to gather the required HR-related documents and to bid farewell to their colleagues and other team members. Therefore, based on this feedback, I need to draft an official email for managers and leads.

Regards, Venkatesh.

Hi,

Instead of communicating this through email, it would be better to prepare a "Resignation and Separation Policy" outlining the process to be followed on the day of relieving, the documents to be submitted, email account blocking procedures, etc. Get this policy documented and circulate it among all managers and department heads for their review and signatures.

Dear Venkatesh, use the following draft:

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1. When the employee wishes to separate from [Company Name], 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. A hectic workday during the employment is common; however, it is unfathomable when the hecticness continues until 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 a comfortable and relaxed state.

Authorised Signatory Date: -

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Please fill in the blanks wherever necessary.

Thanks,

Dinesh Divekar