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Companies who offer voluntary separation and resignation options for their employees must create and use voluntary separation agreement forms. These documents are essential for acknowledging who among the company’s employees are willing to leave their employment whether due to an early resignation or an optional retirement. Moreover, an employee must also ensure that he is not only submitting a document to the company but is also using the appropriate type of voluntary separation form for his intentions and purposes.

Notice of Voluntary Separation

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Application for Voluntary Separation Incentive Pay

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Employment Voluntary Separation Form

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Varieties of Voluntary Separation Forms

There are four main varieties of voluntary separation forms and these are defined below:

1. Voluntary Separation Agreement Form

When an employee decides to leave the company by choosing the voluntary separation option, he will have to agree and sign a voluntary separation agreement form before he will be released from his employment. This type of agreement form is important for laying out the terms, conditions, expectations, and the benefits or separation package that the employee is entitled to acquire. Two witnesses must also sign and date the form along with the employee and the company employer or the human resource hiring manager’s signatures.

Voluntary Separation Agreement Form

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Voluntary Separation Offer Application Form

1. Voluntary Separation Incentive Pay Application Form

This variety of voluntary separation form is intended to be used by an employee who wants to primarily apply for the separation incentive program of the company. With a voluntary separation incentive pay application form, an employee will be able to disclose his basic employment details along with his option choice.

Additionally, not only the employee will be using the form since the company’s human resource department should also fill out the area which is allotted for their remarks. The human resource section of the form will be for the human resource personnel’s indication of when the application was submitted by the employee and the date of when the employee application form has been approved by the company administration.

Voluntary Separation Incentive Pay Application Form

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2. Voluntary Separation Interest Form

This form is identical to the aforementioned voluntary separation incentive pay application form, however, the difference is that this form does not centre on the employee’s intent to obtain an award or any type of incentive for his voluntary action rather.

Specifically, a voluntary separation interest form’s objective is to gather the general information of the employee who has an interest in leaving the company voluntarily without any grievance or misconduct done in the company. In order to complete the form, the employee must fill out the fields demanding his name, job title, contact details, company division, and payroll affiliation.

Voluntary Separation Interest Form

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Employee Separation/ Terminaion Form

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3. Voluntary Separation Notice Form

For the purpose of immediately informing the company about a voluntary separation intention, a company must complete a voluntary separation notice form. This document contains three sections. The first is the employee information section where the employee will have to identify himself and the name of his immediate supervisor. The second section focuses on knowing the type of separation the employee is notifying and the reasons for the employee’s separation.

In addition to the employee’s reasons and concerns, the employee must also indicate whether or not he is eligible for a rehire or if he still opens an opportunity for the company to reach out for him for new job positions and availability. The last section is allotted for the signature of the employee and his immediate supervisor. you may also see Simple Job Application Forms.

Voluntary Separation Notice Form

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Tips for Creating Voluntary Separation Agreement Forms

Even though there are voluntary separation options in a company, there are employees who cringe at the decision of voluntarily leaving for reasons beyond early retirement unless if a company’s reputation for employee retention is poor. Nevertheless, it is important that a company will create a functional voluntary separation agreement form for their employees and these can be done with the aid of the tips below:

1. Create a cover page

The cover page will indicate the title of the form along with the identifications of the involved parties who are the employee and the company. Additionally, the cover page can also have the logo of the company and the date of when the agreement was created for the employee. you may also see Sample Business Agreement Forms.

2. Include a statement regarding the voluntary decisions of the employee

The general agreement form must clearly state the finalised decision of the employee to be separated from the company. On the other hand, it must also state the responsibilities and the obligations of the company towards providing the awards or incentive pays which accompanies the employee’s voluntary separation decision. The statement should be the first content of the body of the form along with form’s objective.

3. Enlist the varieties of benefits and pays that the employee will be entitled

If there is more than one benefit or award to be provided to the employee prior to his employment separation, then the agreement must have a list of the awards to document what the company promised for the employee as he volunteers. Common inclusions of voluntary packages in most companies are incentives for the employee’s accrued leave payout, an additional one-month remuneration which is known as a notice pay, and severance payments.

4. State the date of employment discontinuation

The specific day of when the employee will no longer be required to report for his job should be properly stated in the form. Moreover, a company must also separately state two dates which will be for the employee’s discontinuation of service and employee job release form. Additionally, the date of when the awards included in the voluntary package will be provided to the employee can also be included in order to inform the employee of when he can return to the company to acquire his payments and benefits.

5. Sign the form with a witness

There are companies who consider employee terminations and separations confidential while there are others who permit employees to only disclose general information and not the details of an employment discontinuation.

However, regardless of a company’s preference, having a witness participate in the signing of any type of agreement is significant especially when there are finances involved. This is why the signature block of a voluntary separation agreement form must cater the signatures of the employee, the company’s hiring manager, and two witnesses such as the employee’s supervisor, manager, and team leader.

Printable Employee Separation Form

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Voluntary Employee Separation

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How Important Is a Voluntary Separation Form?

Voluntary separation forms are important to be used by companies. One of the known reasons why is that it aids in communicating with the employee’s requirement needs, separation reasons, employment concerns, as well as the company’s expectations and responsibilities. Incorporating the necessary requirements and employment forms that the employee will have to present for him to be cleared for release is significant. The requirement list should also be accompanied by the period or timeframe wherein the employee will be required to submit the forms for his request to be approved.

On the other hand, the reasons why an employee is leaving the company will allow the management in addressing concerns and issues to omit to deal with the same problem in the future since employee retention is a factor that most applicants look for in company job hunting. you may also see Sample Volunteer Application Forms.

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