When an employee submits a resignation letter, it’s more than a formality, it’s a turning point for your team. In today’s evolving hiring environment, knowing how to respond to a resignation letter professionally and strategically is essential for maintaining continuity and employee morale.
Here are seven key things Canadian employers need to know when accepting a letter of resignation from an employee.
1. Understand the Legal Requirements
Canadian employment standards typically require:
1 week’s notice for employees with 3 months to 2 years of service.
2 weeks’ notice for those with more than 2 years.
When you receive a resignation letter, it’s important to verify the employee’s length of service and applicable provincial legislation. Employers should also review the employment contract to confirm notice obligations and entitlements related to final pay, benefits, and unused vacation.
For more information on legal requirements in Canada: Federal Labour Standards
2. Respond Promptly and Professionally
Acknowledge the resignation letter in writing. Confirm the final working day and thank the employee for their contributions.
Your response to the resignation letter should be timely and ideally within 24 hours, to demonstrate respect and professionalism. A courteous tone helps preserve goodwill and supports your employer brand, especially if the employee shares their experience publicly or on professional networks.
3. Use the Notice Period Wisely
With the evolving demand for skilled talent in in today’s workforce, use the notice period to:
Delegate responsibilities effectively and efficiently
Update job descriptions
Begin recruiting or onboarding a replacement
Once a resignation letter is received, treat the notice period as a strategic window to transfer knowledge and minimize disruption. Consider assigning a team member to shadow the departing employee and document key workflows to ensure continuity.
Read more: Why is Teamwork Important for Canadian Workplaces?
4. Retrieve Company Equipment Efficiently
When responding to a resignation letter, it’s important to have a clear and respectful process for retrieving company property especially in remote and hybrid work environments. Here’s how to manage this step effectively:
Make returns easy: Arrange for company property to be picked up or send a prepaid, prelabeled box for return via mail or courier. This simplifies the process and encourages timely compliance.
Understand payroll deduction rules: In Canada, employers cannot deduct the value of unreturned or damaged equipment from an employee’s final pay unless the employee has provided written authorization for a specific amount (Source: Government of Canada).
Check for damage: Inspect returned equipment for damage or missing components. If deductions are properly authorized, document the condition and communicate clearly with the employee.
Secure digital access: Ensure the employee’s access to company systems, cloud-based tools, and subscriptions is revoked. If personal devices were used for work, your IT team should confirm that sensitive data has been securely deleted.
Including these steps in your response to the resignation letter helps protect company assets and ensures a smooth offboarding experience
5. Handle Immediate Departures Thoughtfully
If an employee wants to leave immediately, you can require them to stay through the contractual notice period. However, a calm follow-up conversation may help retain professionalism and productivity.
In cases where the resignation letter signals an abrupt departure, consider offering a cooling-off period before finalizing next steps. If the employee remains disengaged, a paid early exit may be more beneficial than enforcing the full notice period.
6. Communicate Internally
Notify the team early to manage workload and employee morale. A short meeting or email can outline:
The employee’s last day
Temporary role adjustments
Plans for replacement
Once a resignation letter is accepted, transparency with your team is key. Early communication prevents speculation, supports employee morale, and ensures that clients or customers affected by the departure are informed in advance.
7. Conduct an Exit Interview and Use the Insights
Exit interviews are a strategic tool. If multiple employees cite burnout or lack of growth, it’s time to revisit your retention strategy.
The resignation letter may offer clues about the employee’s reasons for leaving, but a structured exit interview provides deeper insights. Track feedback over time to identify patterns and make proactive improvements to leadership, career development, and workplace culture.
Read more: 14 Exit Interview Questions You Should Ask
Responding to a resignation letter isn’t just about closing a chapter. Instead, it’s about opening the next one with clarity and professionalism. In a market where the demand for skilled talent is competitive, every resignation is an opportunity to strengthen your team and workplace culture.
