Resignation letter: find out how to guide the employee and whether it is mandatory

The letter of resignation makes the employee's intention to leave the company official and is a formal document in this process. It is important to ensure that the departure is properly recorded, avoiding misunderstandings and making it clear that the employee intended to leave.

As well as formalizing the resignation, the letter is important to ensure that all rights and duties are respected. Read our full article to find out more about this document!

What is a letter of resignation?

The letter is a document written by the employee to inform them of their intention to leave the company. This document must be submitted at the time of the resignation request, containing information such as the date and reason for leaving.

The document formalizes the employee's decision to leave the company and is an official record of their departure. It must be handwritten and delivered in two copies, one for the employer and one for the employee, ensuring that both have a copy of the document.

Is a letter of resignation compulsory?

Yes, the letter of resignation is a mandatory document for formalizing an employee's resignation. Requiring a letter of resignation ensures clarity in the termination process. It protects both the employee and the company.

What is the role of HR?

In the dismissal process, HR plays the role of assisting the employee in drawing up the letter of resignation. HR ensures that the termination takes place in an organized and professional manner to provide a smooth transition for both parties.

In addition, HR conducts a termination interview to address issues such as the employee's vision of the company, salary expectations, career plans and relationship with the leadership. This process is not compulsory and is only carried out if the employee feels comfortable and, if necessary, to seek solutions for possible retention.

What information should the employee include in the resignation letter?

When writing a letter of resignation, it's important to be clear and objective. Here is a list of the information that should be present in your resignation letter:

• Company name;
• Place and date;
• Employee's full name, position and department;
• Name of HR manager;
• Inform them that you are resigning;
• Reason for resignation (optional);
• Inform whether or not prior notice has been given;
• Signature.

What are the types of resignation letter?

There are two types of resignation letter: ordinary resignation letter and resignation letter with notice worked or without notice worked. Find out more about each of these types below.

Common

The ordinary letter of resignation should be objective and direct, expressing the employee's desire to leave the company. It is not necessary to detail the reason for leaving, unless the employee wishes to include this information.

Prior notice worked

In the letter of resignation with notice worked, the employee informs you of their intention to work for 30 days after the request, guaranteeing all of their rights during this period.

No notice worked

When an employee chooses not to serve their notice, they can be penalized by having the corresponding amount deducted from their termination. This type of letter is used in situations of immediate departure.

Who writes the resignation letter?

The letter of resignation must be written by the employee who wishes to leave the company they work for. It should be written at the time the resignation is requested and HR can provide a template for writing the document and what information should be included in it, to help the employee write it.

How to guide the employee in writing the resignation letter?

The letter of resignation can't be written by HR, but the department can guide the employee. It's important to explain what information the letter should include, and you can also show a template of the document for the employee to use as a basis for drafting their version.

Now you know what a letter of resignation is, how important it is and how to prepare it. Did you like the article? Follow Alymente on social media and get access to this and lots of other content on the subject, we're on Instagram, Facebook, e LinkedIn.

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