How to Respond When an Employee Tries to Resign Immediately Without Notice?

Hi Team, I am looking for an email format or notice that can be sent to an employee who sends an email to the management team stating that he/she no longer wishes to continue working and to accept this email as an immediate resignation. As per policy, we cannot accept immediate resignation, and this will be considered as an abscond case with no further F&F or service letter provided. I want the employees to resign by serving a proper 30-day notice period and not abscond.

Kindly assist me with an email format stating the same. In case there is any pending salary amount for the days worked to date, it will not be released and will be marked as a recovery amount.

Just write your notice telling them what you have told us. It's that simple. It's just a simple notice, not a great novel, so just stick to basics and keep it simple. If you are uncertain, write the notice and then submit it here for comments by others.

Process for Employee Resignation
As for wanting employees to resign according to a "process," then you are bound to be disappointed. Not everyone will obey rules unfortunately, and sadly, you will have to live with that problem, however unacceptable you find it.

Hi, You can send a warning letter through RPAD and also through email. As the employee left without information and emailed that he is no longer interested in continuing, the probabilities of him returning are remote, in my opinion. You may use the following:

Dear Mr./Ms.,

Ref: Your email resignation dated_____

It is observed from our attendance records that you are not reporting to duty with effect from______ without any information to your superior. The above act of yours is a very serious misconduct as per the rules and regulations applicable to this organization. Your sudden absence from work without any information has caused significant hardship to your team. Meanwhile, to our surprise, via your email dated_____, you had emailed your resignation expressing your inability to continue and to accept the same with immediate effect.

Please note that as per the terms and conditions of your appointment order dated_____, mutually agreed and signed by you, you are supposed to serve a proper notice of ___ days in case you are not interested in continuing with us. However, you had conveniently absconded from duty and later emailed your resignation, which is not acceptable. Your resignation through email is not accepted.

You are hereby directed to report to the office and submit a proper resignation letter in person and serve the proper notice period. You are hereby advised to report to the office on or before_____, failing which it will be presumed that you are no longer interested in continuing/serving proper notice, and we will be constrained to proceed with the termination of your employment without any further notice. In the case of such termination, your full and final settlement dues will be forfeited against your shortfall in notice.

Please acknowledge receipt of this communication.

For_____

Send the above letter first and then send the second warning letter followed by the termination letter. In case of any excess amount payable to him after adjustment of the shortfall in notice, the same can be paid to him.