Employee Resignation Processing Checklist for Trades & Construction
A step-by-step checklist for processing an team member resignation, covering administrative tasks, knowledge transfer, and a professional departure experience.
Compliant with Safe Work Australia requirements, state WHS legislation, and Building Code of Australia (NCC) documentation standards.
Complete Checklist
- 1Acknowledge the resignation in writing and confirm the last working dayCritical
- 2Verify the notice period requirement under the employment contract or AwardCritical
- 3Notify payroll of the resignation and termination date
- 4Notify the IT crew to schedule access revocation for the last day
- 5Inform relevant team members and stakeholders of the departure
- 6Begin recruitment or redistribution planning for the vacated role
- 7Schedule a knowledge transfer plan with the departing team memberCritical
- 8Identify all jobs, tasks, and responsibilities that need to be handed over
- 9Assign handover recipients for each area of responsibility
- 10Request the team member job card all key processes, contacts, and passwords
- 11Schedule an exit interview to gather feedback
- 12Calculate final pay entitlements including accrued leave and any owed amountsCritical
- 13Prepare a list of all company property to be returned
- 14Update the organisational chart and team documentation
- 15Plan a farewell acknowledgement appropriate to the circumstances
Frequently Asked Questions
Can we accept a resignation effective immediately or must the notice period be served?
You can accept a shorter notice period if both parties agree. If the team member requests to leave before serving their full notice, you can agree or require them to work the notice period. If they refuse to work the notice, you may be able to withhold up to one week's pay in some circumstances under the relevant Award. Seek advice if the situation is contentious.
What are the employer's obligations when an team member resigns?
You must pay all outstanding wages, accrued annual leave, and any other entitlements on or before the final pay date. Provide a separation certificate if requested. Ensure superannuation contributions are paid up to the last day of employment. Return any personal items or documents belonging to the team member. Issue a payment summary at the appropriate time.
Should we conduct an exit interview and what should it cover?
Exit interviews are highly recommended as they provide valuable insight into workplace culture, management effectiveness, and reasons for turnover. Cover topics including reasons for leaving, job satisfaction, management feedback, suggestions for improvement, and what the business could do better. Ensure the conversation is confidential and non-defensive to encourage honest feedback.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.