Free Exit Procedure Program HR Template
EXIT PROCEDURE PROGRAM
This Exit Procedure Program establishes guidelines and steps to be followed when an employee decides to leave [Your Company Name]. The program ensures a smooth transition, securing company information, and assets, and provides clarity and structure during the offboarding process.
I. Initiation
A. Notification of Resignation: We kindly request all employees to provide a minimum of two weeks' notice prior to their intended departure, ensuring enough time for the necessary transition steps.
B. Resignation Acceptance: Upon receiving an employee's resignation, their respective managers will acknowledge and provide written acceptance of the resignation within 48 hours, confirming the start of the exit process.
II. Exit Interview
A. Scheduling: Our Human Resources department, understanding the importance of feedback, will promptly schedule the exit interview within the week leading up to the employee's last day at [Your Company Name].
B. Purpose: The main objective of the exit interview is to gain valuable feedback and insights regarding the employee's experiences, delve into the reasons for their decision to leave, and entertain any suggestions they might have for potential improvements within the company.
III. Return of Company Property
|
ITEM |
RETURNED |
DATE OF RETURN |
|
Company ID |
Yes |
2050-05-12 |
|
Laptop/PC |
Yes |
2050-05-12 |
|
Mobile Phone |
No |
2050-05-14 |
|
Access Cards/Keys |
Yes |
2050-05-12 |
|
Company Credit Card |
Yes |
2050-05-13 |
|
Manuals and Documents |
Yes |
2050-05-12 |
IV. Data and Security
A. Email and IT Access: Recognizing the importance of maintaining the security of our digital assets, our IT department will systematically deactivate the departing employee's email and other IT access credentials on their last day.
B. Data Transfer: To ensure business continuity, employees who are exiting are required to thoroughly transfer any necessary data.
C. Confidentiality Agreement: A friendly reminder will be given to employees about their ongoing obligations under any confidentiality or non-disclosure agreements they have signed.
V. Financial Settlements
|
ITEM |
AMOUNT |
DATE |
|
Final Salary |
$2,500.00 |
2050-05-20 |
|
Unused Paid Time Off Reimbursement |
$400.00 |
2050-05-20 |
|
Bonus (if applicable) |
$300.00 |
2050-05-20 |
|
Deductions (if any) |
($50.00) |
2050-05-20 |
VI. Knowledge Transfer
A. Assignment of Duties: In the best interest of the company, any ongoing projects, tasks, or responsibilities held by the departing employee will be judiciously reassigned to another qualified team member.
B. Training Session: If deemed necessary, the departing employee will provide an in-depth training session, sharing their expertise and insights, to the person or team assuming their former responsibilities.
VII. Final Checks
|
TASK |
COMPLETED |
DATE |
|
Exit Interview Conducted |
Yes |
2050-05-15 |
|
Return of Company Property Verified |
Yes |
2050-05-14 |
|
IT Access and Data Transfer Complete |
Yes |
2050-05-16 |
|
Financial Settlements Completed |
Yes |
2050-05-20 |
|
Knowledge Transfer Conducted |
Yes |
2050-05-18 |
VIII. Employee Feedback
A. Feedback Portal: In our effort to constantly evolve and improve, employees are cordially encouraged to provide any additional feedback, post their departure, through our online portal which will remain active for 30 days after their last working day.
B. Continuous Improvement: The feedback provided is not just gathered, but actively used by [Your Company Name] to bring about continuous improvements in our workplace culture, environment, and policies.
IX. Farewell
A. Farewell Gathering: To show our appreciation and gratitude for their time and efforts, the team will warmly organize a small farewell gathering for the departing employee, celebrating their memorable contributions to [Your Company Name].
Conclusion
At [Your Company Name], we truly value the contributions of each and every employee. As such, we strive to make the process of transitioning out of the company as seamless and positive as possible. This Exit Procedure Program is crafted to guide the process and ensure the best outcomes for both the company and our cherished departing employee.
