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Old 12-15-2013, 09:01 PM   #1 (permalink)
 
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Employee Resignation Response

I put together a canned response to employees who resign. Apparently in this business there are several types of resignations. Email, texts, phone calls and people who simply never show up again.

Please let me know your thoughts our how you handle employee resignations. Here is the response.

Dear “employee”,

We have received your voluntary letter of resignation dated "Enter Date". We thank you for your service as an employee of “Your Salon” and accept your resignation. I appreciate your offer of two weeks’ notice, but your services are no longer required as of today. Please return your key to me by tomorrow "Enter Date" so you may not be held liable for any possible problems at the Salon before the key is returned.

We will be processing payroll at our normal dates and will send you your final check when it is printed. We can offer you an advance on this last check for your convenience if requested. Please provide us with an address that we can send your final reconciled check to. Also note as you are no longer an employee of “Your Salon” as of today, areas of the salon normally not accessible to customers will no longer be accessible to you. These areas include behind the counter, the supply room, laundry room or any other areas costumers are not allowed. Should you need to access these areas to retrieve any personal belongings, please let me know so I can meet you there.

Please also keep in mind; if you should return as a paying customer, you would no longer be entitled to any employee discounts on products or services. If you would like to return as a customer or for any other reason, please contact me personally so we can work out the best way to address your needs.

Once again thank you for working at ”Your Salon” and we wish you the best of luck in your future endeavors.

Sincerely,
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Old 12-16-2013, 05:14 AM   #2 (permalink)
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Re: Employee Resignation Response

I do not like this and would not send anything like this unless required by law! After they quit, you offer an advance on their pay. Screw that!

Although I do like some things covered in your lettered that I've not documented anywhere, I'm going to add these to my employee handbook.
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Old 12-16-2013, 08:40 AM   #3 (permalink)
 
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Re: Employee Resignation Response

If I were to get this, it would leave a very sour taste in my mouth: It's not a bad idea by any right, but it feels so mechanical. Obviously, a canned response is going to be somewhat mechanical, but this feels basically like a "get lost", especially if this was for a person who had worked there for a year or more.

What made me think that: Using "future endeavors", having all the information that feels like you are warning them not to return. The whole key return part feels like you are already gearing up for a lawsuit. Your opening line: "We have received your voluntary letter of resignation dated "Enter Date"."

When someone asks me about a place I used to work, I generally don't speak about the services, but rather the emotion I feel about the place--I feel like this may result in your ex-employees having a negative view about your business.
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Old 12-16-2013, 02:19 PM   #4 (permalink)
 
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Re: Employee Resignation Response

I would not offer any advance- their final payroll will be processed with the next regularly scheduled payroll. I include most of the 'rules' in my handbook and don't offer anything in writing to them unless they do not do something like return the key.

I live having ex-employees return to tan with us. Even the ones that leave in a blaze of glory. The only ones that can't would be someone that became violent or belligerent. Keep the bridge intact both ways-
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Old 12-16-2013, 05:58 PM   #5 (permalink)
 
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Re: Employee Resignation Response

As I said this is a canned response. Although this one was written for a very specific situation, it can be easily modified. I agree leaving on friendly terms is always the best. But I can tell you from experience at my "other" job with hundereds of employees, there are no freinds on the other side of a courtroom.
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Old 12-16-2013, 06:16 PM   #6 (permalink)
 
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Re: Employee Resignation Response

So what exactly is the purpose of this? If they leave then let them leave. You'll get a notice from them or if they just stop showing up then you don't need a notice. If you fire them, give them a letter of termination that they have to sign. Easy as that.
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Old 12-16-2013, 06:30 PM   #7 (permalink)
 
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Re: Employee Resignation Response

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Originally Posted by SunseraWarman View Post
So what exactly is the purpose of this? If they leave then let them leave. You'll get a notice from them or if they just stop showing up then you don't need a notice. If you fire them, give them a letter of termination that they have to sign. Easy as that.
So if an employee says I quit, doesn't show up or sends a text message, you dont document anything? In some states unless you send a official letter of temination, they are still working for you.
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Old 12-17-2013, 10:42 AM   #8 (permalink)
 
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Re: Employee Resignation Response

I am curious what others practice when an employee voluntarily resigns. Whether it be with/without notice, through email, phone call, text or fb message. (Yes I've had people quit via Facebook!) I recently had an employee who worked for me for 3 weeks last summer, quit with no notice via Facebook and after mailing her 2 checks, each to different addresses she gave, she has a relative call last week (5 months later) and tells me that she never received her checks and I don't pay my employees. Any thoughts on the proper way to deal with this situation or other circumstances when staff just up and quit? Oh, and it took her a month and a half to return my key after numerous requests.
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Old 12-17-2013, 12:34 PM   #9 (permalink)
 
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Re: Employee Resignation Response

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Originally Posted by SprayRayz View Post
I am curious what others practice when an employee voluntarily resigns. Whether it be with/without notice, through email, phone call, text or fb message. (Yes I've had people quit via Facebook!) I recently had an employee who worked for me for 3 weeks last summer, quit with no notice via Facebook and after mailing her 2 checks, each to different addresses she gave, she has a relative call last week (5 months later) and tells me that she never received her checks and I don't pay my employees. Any thoughts on the proper way to deal with this situation or other circumstances when staff just up and quit? Oh, and it took her a month and a half to return my key after numerous requests.
We have documents that are filled out on day one of hire. It states on these documents that the employee signs that in order to receive their last pay, they have to return the store key and any other equipment that has been assigned to them, if they do not then the locks are changed at their expense.

If an employee quits without notice and you don't hear from them again, what purpose does it really serve to send them a letter of termination? They don't sign anything and it wouldn't help prove anything in court.
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Old 12-17-2013, 12:36 PM   #10 (permalink)
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Re: Employee Resignation Response

I would think a much "softer" response would be better. Remember they are still a member of your community and you don't need to give them a reason to trash talk your business. In fact I would offer them a discount to continue to tan at your salon.
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