Workers leaving: the basics

The process to follow when a worker leaves

It is important to have a set procedure in place to help you deal with ending a person's employment.

Confirmation of leaving

Confirm with the worker:

• the start date of the notice period, if any - see our guide on how to issue the correct periods of notice
• the date they'll leave
• their resignation, in writing, to clarify when their notice period begins and whether they intended to resign - see our guide on when an employee resigns

Where employees are dismissed who have worked for you continuously for a year, they may request a written statement of reasons, which you must provide within 14 days. It's good practice to provide one even if they don't request it. Less specific reasons give less scope for alternative lines of defence if a claim for unfair dismissal is brought.

Where employees are pregnant or on statutory maternity/adoption leave, you must provide the statement (even if not requested) regardless of their service-length.

Handovers

Organise a handover timetable during the notice period so the person taking over the job knows what is involved.

Where appropriate, agree with the worker the terms of an announcement to other staff about the departure.

Working out final payments

You will need to work out:

• how much pay is due
• what should be deducted from their final pay cheque
• whether any payment/contribution systems should be changed - see our guide on pay: an overview of obligations

Exit interviews

Conduct a formal exit interview with the worker before they leave to discuss reasons for leaving or get feedback on how the business could be improved. See our guide on when an employee resigns.

References

The law doesn't require you to give a departing employee a reference unless stated otherwise in their contract, but it is good practice to ask whether they want one.

Retrieving company property

This includes retrieving security passes, uniforms, laptop computers etc. You may want to consider changing computer codes and passwords.

Subjects covered in this guide

• Introduction
• The process to follow when a worker leaves
• Notice periods
• Providing references
• Contractual matters when employment ends
• Long-term absences

 

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