1. Purpose
This policy explains the notice an employee or the company must give to end employment at [Company name], and how work is handed over during that period.
2. Scope
It applies to [all employees / confirmed employees / the categories listed in section 3]. Where an individual contract states different terms, [the contract prevails / this policy prevails].
3. Notice by category
| Category | During probation | After confirmation | Notes |
|---|---|---|---|
| Executive and support staff | [ ] days | [ ] days | |
| Supervisors | [ ] days | [ ] days | |
| Managers | [ ] days | [ ] days | |
| Senior management | [ ] days | [ ] days | |
| Trainees or fixed term | [ ] days | [ ] days |
4. How to give notice
- Written resignation to [Reporting manager] with a copy to [HR].
- Notice starts from [date of submission / date of acceptance].
- Acceptance is confirmed in writing within [ ] working days.
5. Buy-out of notice (options to decide)
- Option A: Not allowed. The employee serves the full notice.
- Option B: Allowed by the employee with management approval. Pay in lieu is calculated on [basic / gross] for the shortfall days.
- Option C: Allowed on the company's request. The company pays or waives, as written in the contract.
- Decision for [Company name]: [A / B / C].
6. Waiver or reduction (options to decide)
- Option A: Management may waive part of the notice in writing for business reasons.
- Option B: No waiver unless the employee has no pending handover or recovery.
- Decision for [Company name]: [A / B].
7. Leave during notice
- Leave during notice: [Not allowed / allowed with approval / extends the notice].
- Unapproved absence is handled under [policy name].
8. Handover
- A handover plan agreed in the first [ ] days of the notice.
- A written handover note covering tasks, files, contacts and pending items.
- Access and assets withdrawn on the last working day, not before, unless the company decides otherwise for security reasons.
9. Final settlement
Dues are settled within [ ] days of the last working day, after clearance. See the exit checklist and the final settlement statement. Recoveries are made only as the contract and applicable rules allow.
10. Review
Owner: [HR head]. Reviewed every [12] months. Confirm the final wording with a qualified adviser.
A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.