How Do Different Companies Handle Employee Offboarding? Seeking Your Insights!

Hi All,

I request your ideas on the process followed for relieving an employee from any kind of organization, i.e., IT/Non-IT.

Regards,
Swapna

Hi!

Please take care of the following:

1. Exit interview
2. Receiving all [Mobiles, Laptops, and every article issued to the employee by the company.]
3. Signing off the receiving of article document.
4. Signing off the Handing over of process and functions.
5. After accounts give clearance, issue a relieving letter to him.

I hope this helps. If you need further info, get in touch!

Regards,
(Cite Contribution)

Hi Cite Contribution,

Only accounts clearance is not enough; he should get clearance with each and every department with which he was concerned.

Hi Swapna,

You may please see the attachment; your answer is there.

Thanks,
Sidheshwar

Hi,

Please find below a brief procedure I follow. Let me know in case of any doubts or clarifications.

1. As soon as I receive the Resignation Letter - by mail or in writing - I counsel him and see if we can work on retaining him.

2. If the talks fail, we send an acknowledgement for this letter by mail. The accepted Notice Period is compulsorily one month.

3. We sit with the team lead/project manager and decide the work he is expected to complete before relieving. A tentative date to complete that is fixed, and all this is communicated to him.

4. On the date of relieving, a mail from his Team Lead/Project Manager stating that he has satisfactorily completed his assigned work is received. Then his relieving letter and final settlement are processed. His letters are handed over to him, and a copy with his signature is taken. His PF withdrawal letter is given if he wants to withdraw. His exit form is filled, and we also get his feedback about his job, other members, and improvement areas.

5. A departing mail is sent to all the members.

Regards,

Soumya Shankar

Hi,
On Relieving of an Employee : In IT Sector
1. The Resignation letter should have concerned HOD's recommendation
2. Then it should be forwarded for CEO ‘s approval
3. After this one copy of the same to be given to Accounts Dept.
4. Original to be filed in the Personnel file.
5. No dues certificate & Exit Interview Form to be given on relieving date
He has to obtain clearnce i.e. No Dues from Software Engg / Concerned Dept, Sys Admin, Library, Finance, HRD
6. After all dues are cleared take back the ID card & issue Experience & Relieving Letters
7. A Mail is to be sent to Sys Admin Dept for deleting the User ID.
8. A mail to be sent to Managers informing the same
9. LOP if any to be calculated & intimated to Accounts
10. Update in Attendance Register, Employee Data
Regards
Vandana

Hi all,

Yes, it is correct what Soumya has briefed... but NOC for the concerned section is also a part of this. It differs from organization to organization, but there are lots of commonalities in what Soumya has written.

Regards,
Sidheshwar

12th June 2006

Dear Friend,

The relieving of the employee from the organization depends on the terms and conditions as stated in their appointment letter. The interview board may set the terms from cadre to cadre, while drafting the appointment letter, the concerned Manager-HR may coordinate with this board and frame the letter. The acceptance of resignation/releaving entirely depends on this board's decision. As you asked about IT/Non-IT organizations, there is no difference; the terms and conditions in appointment letters are essential.

In general, I have enclosed formats that may be helpful to some extent.

Regards,
PBS KUMAR

Hi!

In addition to all the above, I want to add the following: before relieving the person, an undertaking is taken, and this is also mentioned on the certificate. It states that any Intellectual Property developed (be it software, patent, copyright, trademark, etc.) during the tenure of that employee, the organization is the owner of that Intellectual Property, and all IP rights are conferred with the organization only.

Regards,
Alok

Hi,this was very clear in understanding how the procedure is done.can u explain in the same way about the orther procedures of an HR,so iit wld be useful to us.
like,
recruitment
induction,
pf and esi,
employee relations,
benifits administration
database maintainence,
payroll.
I know it a lot,but the way u explain is easy to understand,Do help asap.
regardz,
premlatha