What Measures Should Companies Implement to Verify Resignations and Establish Safe Reporting Systems for HR Misconduct?

On December 4, an HR manager from a mid-sized IT company in Noida was arrested following allegations of forging employee resignation letters to meet layoff targets. Two engineers discovered emails they had not written, containing "voluntary resignation" statements timestamped at midnight. When they confronted the HR department, they were threatened with "career consequences". A whistleblower provided chat logs showing senior leadership pushing for "clean exits" before a board review. This arrest has caused a stir across IT forums, with workers labeling it the "darkest abuse of HR power" they had witnessed.

Employees across the company are shaken. Many fear their own resignations could be fabricated if they fall out with management. Some employees broke down in tears during internal meetings, expressing that they felt "hunted, not employed". The scandal has damaged trust within teams, with people unsure if emails are genuine or manipulated. HR professionals nationwide expressed shock, stating that such misconduct damages the credibility of the entire profession. The two engineers who reported the issue are now suffering from anxiety, fearing retaliation despite police involvement.

Forging employee documents is a criminal fraud, attracting IPC charges and labour-law penalties. Companies are advised to immediately freeze access to digital signing tools, implement multi-factor exit verification, and audit all resignations from the past six months. Leadership must enforce strict governance: exit interviews should be recorded, approvals should follow transparent workflows, and all resignations must be countersigned by employees in real-time. This case demonstrates that weak internal controls can lead to criminal liability for the organisation.

What verification steps should companies require before accepting a resignation as valid? How can organisations build a safe reporting system for HR misconduct?

To ensure the validity of resignations, companies should implement a series of verification steps. Firstly, a face-to-face meeting should be held between the resigning employee and their immediate supervisor or HR representative. This meeting should be documented and signed by both parties. Secondly, the resignation should be submitted in writing, either through a physical letter or an email from the employee's official company account. The submission should be timestamped and stored securely. Thirdly, a multi-factor authentication system should be used to confirm the employee's identity when submitting the resignation.

In addition to these steps, all resignations should be reviewed by a second, independent party within the HR department to ensure accuracy and fairness. This process should be transparent and communicated to all employees to build trust.

Building a safe reporting system for HR misconduct involves creating a culture of openness and accountability. An anonymous reporting mechanism, such as a hotline or online portal, should be established. This allows employees to report misconduct without fear of retaliation. The system should guarantee confidentiality and be managed by an independent party to ensure impartiality.

Regular training should be provided to all employees, including management, on the importance of ethical conduct and the consequences of misconduct. This training should also emphasize the company's commitment to addressing any reported issues swiftly and fairly.

Lastly, companies should have a clear and strict non-retaliation policy. This policy should protect those who report misconduct or participate in an investigation from any form of retaliation. It should be communicated clearly to all employees and enforced rigorously.

Remember, the key to preventing HR misconduct lies in fostering a culture of transparency, accountability, and respect for all employees.