Resignations are never easy. Whether it is someone who is a star performer, a quiet achiever, or someone who didn’t fit. Every exit is an important moment for both the employer and the employee. The way you handle this transition speaks a lot about your organization’s culture, professionalism, and humanity.
In our previous article, we already discussed a to-do list for employees on how to have a graceful resignation. But in this blog, let’s flip the script. We will talk about what an employer should do when an employee is resigning. So, let’s continue this blog and discuss the steps an employer should take to make the resignation process smoother, respectful, and meaningful for both parties.
Here’s a thoughtful to-do list for employers to follow when an employee is resigning:
1. Discuss the Resignation Letter With the Employee
The first step is obvious but crucial. Always request a formal resignation letter, not because you don’t trust the conversation, but because documentation ensures that everything remains official and clear for both.
But do not treat it as just paperwork. When receiving the resignation letter, appreciate the honesty, because sometimes it takes courage to take the step. You can respond with something positive “Thank you for letting us know.” This can make a huge difference.
2. Acknowledge the Resignation
Employees want to feel that their contributions mattered, even if they are leaving. A warm acknowledgment, either via a short meeting or an email, shows respect.
It doesn’t have to be fancy, it just has to be genuine. Something as simple as, “We value the time and effort you’ve given here, and we wish you well in your next step,” can make a big impact.
Because people remember how you treat them at the exit more than how you treated them at the entry.
3. Conduct an Exit Interview (It’s Not Just a Formality)
Exit interviews aren’t about ticking a box. They are gold mines of insight.
This is your chance to understand:
- Why are they leaving?
- What could the company improve?
- What worked well for them here?
Create a safe space for them to speak honestly. Instead of rigid HR questions, try asking:
- “If you were leading this team, what’s the one thing you’d do differently?”
- “What’s something we are doing right that we should never stop doing?”
- “What areas do you think we should improve?”
These conversations do not just help your company grow, they also let employees feel heard and respected at the finish line.
4. Check the Notice Period (And Use It Wisely)
The notice period is not just a waiting game, it is a transition window. Ensure that the employee is completing their duties, and also use this time to plan handovers, redistribute the tasks to the team, and prepare the team for the change. Don’t turn the notice period into a cold, awkward countdown. Instead, make it a constructive phase of closure.
5. Knowledge Transfer (KT = Smooth Handover)
The secret to avoiding chaos after someone leaves is knowledge transfer.
Encourage the resigning employee to sit down with their replacement or teammates to share:
Workflows that are not written down anywhere.
Little tricks they use to save time, which will also help others.
Insights about clients, projects, or systems.
These “hidden gems” of knowledge are what keep the wheels turning.
6. Collect Company Property (But Be Polite About It)
From laptops to ID cards, company property needs to be returned. But here is the key, do it respectfully. Don’t make employees feel like suspects being frisked at the door. A simple checklist and a polite conversation are enough.
The message should be: “Let’s wrap up the formalities so everything is clear for both sides.”
7. Distribute the Final Paycheck (No Delays, Please)
Money matters, especially when someone is leaving. Make sure the final paycheck, reimbursements, and dues are cleared on time.
Nothing sours the memory of a workplace more than having to chase down HR for what’s rightfully owed. If you want employees to have positive reviews of your company after they leave, this step is non-negotiable.
8. Personal Goodbye (The Human Touch)
Let’s keep numbers, checklists, and processes aside for a while, we are dealing with people here. And people always remember how you made them feel.
Take a moment to thank them personally. If they worked closely with you, share what you admired about their work. If they made an impact, say it out loud. Organize a small farewell or even just a small heartfelt note. These steps may seem small, but they make them feel valued and also leave the door open for future connections.
After all, you never know, today’s resigning employee might be tomorrow’s client, partner, or even a returning hire.
9. Wrap Up With Gratitude
Resignations are not just endings, they are part of the bigger career journey for everyone involved. Show some gratitude to the resigning employee, to give the recognition that this person contributed to your team’s story.
Even if the journey was not perfect, there is always a lesson learned for both sides. And gratitude, unlike job titles, never goes out of style. A small thank you can make a big impact.
Why This Matters More Than You Think
To handle a resignation with professionalism and empathy is not just about checking and ticking HR boxes. It is about protecting your company’s reputation, boosting employee morale, and building long-term goodwill.
Remember the time when you left an organization. You surely remember how they treated you when you were leaving.
Employees talk. They’ll remember how they were treated on their way out, and that story will travel to future employees, to clients, and to professional networks.
If done well, offboarding becomes a brand-strengthening exercise. If done poorly, it turns into gossip.
Final Thoughts
Resignations are inevitable, but bitterness is not. So, make sure to treat resigning employees with respect and humanity. By treating the process with empathy, respect, and professionalism, you ensure that every departure feels less like shutting a door forever and more like ending a chapter on a good note.
So the next time an employee walks in with a resignation letter, do not just think of what you are losing. Think of the opportunity to end the professional relationship gracefully, so that the employee remembers the company positively, and the company builds a reputation for being people-focused, not just role-focused.
Because in the end, a graceful exit speaks louder than a perfect onboarding ever could.
This isn’t the end. It’s the awkward ‘please follow us’ part. LinkedIn and Instagram. You know what to do.
