Please Discribe Exit Process - Xls Download

Hi All,

Warm good morning to all of you. Please describe to me what the exit process should be in the automobile industry. I normally used to give a clearance form, and after clearance, I used to fill out the final settlement and then close it. However, last week, an employee came to give his resignation letter. I told him to get a sign from his HOD, but he said the HOD had instructed him to give it directly to me. I received the resignation letter and gave him the clearance form. I then informed the HOD, but the HOD informed me that the employee had already been on leave for 10 days and had joined another company. They had already informed the accounts department (salary distribution is handled by the accounts department) not to release his salary, as the employee had provided incorrect information. The employee had also requested on the clearance form to be asked to serve a one-month notice period, and final settlement would only be done after that. Later, the HOD started shouting at me, asking why I had given the clearance form to the employee. I explained that it was through the clearance form that I discovered his clearance was incomplete. The HOD advised me to always call the department head before accepting any resignation letter from an employee and inform them. If they instruct me to provide a clearance form, only then should I do so.

Please help me find the best exit process for this situation.

A checklist for a simple exit process can be:

1) Go through the contents of the resignation and ensure that the language indicates that it is voluntary and not under coercion or conditional.

2) Check the notice period to verify if it is properly given.

3) Then submit the resignation to the HOD or any other competent authority authorized to accept the resignation.

4) After receiving approval, inform the individual that their resignation has been accepted, specify the relieving date, and request the submission of necessary NOCs (No Objection Certificates).

5) Send them gratuity and P.F. forms to enable them to fill out and submit.

6) Meanwhile, before the actual relieving date, obtain NOCs from the department where they work regarding the peaceful surrender of work records and tools. Obtain an NOC from the Estate department/Admin if they are provided with company quarters and a company vehicle, confirming their surrender.

7) Prepare a list of dues payable to them and dues recoverable from them to settle all financial matters.

8) Have their service (experience) certificate and relieving letter ready on the relieving day.

9) Hand over the relevant certificates and relieve them on the scheduled day.

Other formalities like providing a letter of appreciation, organizing a farewell, or conducting an exit interview depend on the culture of the organization.

B. Saikumar

Mumbai