How to Write a Voluntary Termination Letter?

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How to Write a Voluntary Termination Letter? 
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• A voluntary termination, or in simple
  words, say a resignation letter, is a written
  document sent to an employer when an employee
  decides to leave the organisation. An employee
  can choose to leave the company due to any
  reason. Small businesses or startups are often
  surprised by their employees when they suddenly
  decide to quit. When an employee puts an employer
  in a situation when they unexpectedly receive the
  voluntary termination letter in their inbox, one
  who leaves the job could have a professional or
  personal reason.

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Significance of Voluntary Termination

• An employee can announce their departure
  verbally, in a written format or both. The
  organisations have different joining and
  relieving formalities. But an employee can choose
  to inform the employer about their resignation
  from the company at any moment. Not all voluntary
  terminations are considered bad events. People
  choose to take voluntary termination due to
  several reasons. Some most prevalent reasons
  could be
• 1- Sabbatical or health issue
• 2- Interest in pursuing further
  studies/higher education
• 3- A  new job opportunity
• 4- Retirement
• 5- Some personal family reason

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Why Avail a Voluntary Termination?

• There are specific clauses and protocols
  that the employees need to understand and get
  relieving formalities accordingly.
• Notice of voluntary termination
• Not all terminations are negative events
• Voluntary termination by mutual agreement
• Referral for the replacement

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How to Avail Voluntary Termination?

• Voluntary termination is different from
  other forms of termination. Involuntary
  termination usually occurs when an employer
  terminates its employee due to the poor economic
  condition of the company. Or, a massive
  layoff/termination happens when the companys
  business or market condition is beyond the
  owners control. The employer can announce
  specific help packages or agreements for the
  employees at the time of layoff, which is purely
  based on the grace or support of the employer. Be
  it any type of termination- voluntary or
  involuntary- both have a set of formalities to
  perform.

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Should you do an exit interview for voluntary
termination?

1. Its always good to give a positive closure to
   things professionally. Any company device or
   machine the employee uses during their work
   tenures must be returned before ending the job.
   This may include computers, mobile phones,
   identification badges, locker keys, files,
   project assignments and other things. It would
   help if you discussed all the pending business
   matters, such as the customers accounts for
   closures or follow-ups, which needs to be taken
   further by the new employee who takes over.
2. The HR department schedules an exit interview
   date with the employee serving the notice period
   to perform all the formalities related to
   handling the business projects, data, and closure
   of certain accounts, inactivation of the official
   email IDs, etc. The overall feedback is also
   taken regarding the work experience, job
   satisfaction, and other related matters, which
   the companies mostly use in improvising the work
   environments and internal systems.
3. Attracting the right talent for the role is a key
   aspect of the recruitment process. Recruiters do
   a lot of activities in searching for the right
   talent for the organisations. They plan and
   manage the advertisements regarding job referrals
   on social media platforms and other renowned job
   portals, which job seekers highly trust. And exit
   feedback or interviews are an integral part of
   the recruitment and relieving process.

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Conclusion

• Based on the companys human resource
  policies, some employers can accept the verbal
  resignation of the employees. Still, some
  companies follow a stringent relieving/exit
  policy which they usually discuss at the
  interview with the new joiners. They follow a
  proper protocol and ask the employees to submit a
  formal written letter to the reporting manager
  and the senior HR manager stating the reason for
  quitting the work and other details. The
  companies have a policy in place for the employee
  that they need to inform the employer about their
  decision of leaving in advance, which might be of
  a few days as dictated under exit policies of the
  company.

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