What to Give Employees When They Resign: Key Offboarding Documents to Provide

Trending HR Question:

Is there anything we should provide employees when they resign?

Answer:

Whether an employee leaves voluntarily or involuntarily, there are several documents you may want to provide. In some cases, based on factors such as your state laws, company size, and the nature of the separation, certain notices may be legally required. Below are key documents and considerations to keep in mind when offboarding an employee.

Separation or Termination Letter

While a separation letter may differ slightly depending on whether the departure is voluntary or involuntary, both should clearly include the employee’s last day of work, the timing and delivery method of their final paycheck, when benefits will end, instructions for updating contact information, and a point of contact for any follow-up questions. It is also common for separation letters to include guidelines for the return of company-issued property. Ensure a copy is kept on file for documentation purposes!

COBRA/Benefits Continuation Notice

If your organization has 20 or more employees, COBRA notices are required. Even if you have less than 20 employees, your state may have a benefits continuation law (often referred to as mini-COBRA) that you’ll need to comply with. Your insurance broker can help guide this process. Many insurance carriers and state sites have model notices you can use.

Unemployment Notices

Some states require employers to provide separating employees with a notice regarding the potential availability of unemployment benefits. Be sure to consult your state’s labor department website for specific requirements and guidance.

While each separation can be unique, implementing a structured offboarding process helps ensure that all necessary documentation is provided and compliance is maintained.

Article courtesy of Ahola.

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