Employee resignation and termination policy and procedure


Although Vista Trans holding Inc., (Company) hopes that employment with the company will be a mutually rewarding experience, it is understood that varying circumstances do cause employees to resign from employment voluntarily or involuntarily. Should this time come, employees are asked to follow the guidelines below regarding notice and exit procedures.

Scope and definitions

The Company operates in the state of Illinois which is an "employment at-will" state, meaning that an employer or employee may terminate the relationship at any time, without any reason or cause.

At-will means that an employer can terminate an employee at any time for any reason, except an illegal one, or for no reason without incurring legal liability. Likewise, an employee is free to leave a job at any time for any or no reason with no adverse legal consequences.

At-will also means that an employer can change the terms of the employment relationship with no notice and no consequences. For example, an employer can alter wages, terminate benefits, or reduce paid time off. 

The company is bound to handle any cases of termination of employment as dictated by law with discretion, professionalism, and official documentation.


The employee is free to leave a job at any time for any or no reason with no adverse legal consequences. However, for efficiency’s sake, we ask that the employee inform his/her immediate supervisor and/or HR department by completing the Resignation Letter Template. We also consider that the Employee resigned if he or she doesn't come to work for three consecutive days without notice.

The employee is not obliged to give us advance notice before resigning. But, to make sure our workplace runs smoothly, we ask that you give at least two weeks' notice, if possible. If you hold a highly specialized or executive position, we ask that you give us at least a month’s notice, when possible.

We accept verbal resignations, but we prefer that the employee submits a written and signed notice of resignation for our HR records. We will reply with an acceptance of the resignation letter confirming within 2 days. HR will inform your manager that you are resigning if you haven’t already done so. Whether you want to announce your resignation to your team is up to you, but we encourage you to be open.


An employee can be terminated by The Company at any time without any reason, explanation, or warning.

The company is not obliged to give to an employee any advance notice before resigning. However, in some cases, two weeks' notice may be given.


In cases of resignation, the employee may submit an official written resignation letter to the immediate supervisor. A notice is expected by the employee consistent with the minimum notice requirement, so the company can arrange alternatives for handling the remaining workload of the position. The resignation letter may be submitted to the Human Resources department.

In cases of involuntary dismissal, the supervisor may submit an employee termination document to the human resources department at the date of separation or before that. 

In some instances, a termination meeting with the employee, supervisor, and a human resources officer may be scheduled.

In cases of discharge without cause, the employer may officially notify the employee of the termination a specified amount of time in advance. When severance pay is appropriate it may

 be officially stated in writing.

At all times, proper employee records will be kept containing all relevant documentation.

Points of attention

  • Notice of resignation. Employees are encouraged to provide two weeks’ notice to facilitate a smooth transition out of the organization. If an employee provides less notice than requested, the employer may deem the individual to be ineligible for rehire depending on the circumstances regarding the notice given;

  • Form of resignation notice. All resignations must be confirmed internally between the HR department and Supervisor in writing. Employees may wish to complete the Employee Resignation provided by the company for this purpose or may submit other written notice that may include the reason for leaving and the effective date. Employees who verbally resign will receive a Confirmation of Resignation notice within two days.

  • Pay in lieu of notice. Management reserves the right to provide an employee with two weeks’ pay in lieu of notice in situations where a job or business needs a warrant. Such a decision should not be perceived as reflecting negatively on the employee, given that it may be due to a variety of reasons not known to the individual or other employees.

  • Resignation for failure to report to work. Employees who fail to report to work for three consecutive days without properly communicating to their supervisor or manager the reasons for their absence will be viewed as voluntarily resigning their employment as of the third day.

  • Rescission of resignation. Employees will not be allowed to rescind a resignation, whether given verbally or in writing, once the resignation has been confirmed verbally or in writing by the employer. Employees who wish to discuss concerns about their continued employment before making a final decision to resign are encouraged to do so consistently with the organization’s retention program.

  • Eligibility for rehire. Employees who resign in good standing under this policy and whose documented performance is above average under the organization’s performance management system will be eligible for reemployment for a period of up to six months from the last date of employment, with benefits tied to seniority reinstated in full. Former employees will be considered for open positions along with all other candidates. Former employees who apply for reemployment after six months will be treated as new employees for purposes of seniority-related benefits.

  • Reporting of employee departures. An Employee Change of Status Form should be filled and submitted to HR by the departing employee’s supervisor. All departing employees, regardless of the circumstances surrounding their departure, will be reported as a group on a monthly basis to all staff. Those with a need to know (e.g., supervisors up the chain-of-command, payroll, front desk, IT, and security) will be advised of the last day of actual work for the company.

  • Exit meeting. Resigning employees may be scheduled for an exit meeting to ensure that all tools and equipment are returned and to provide an opportunity to discuss any questions or concerns related to employment with the Company. Employees who fail to return any company property, including keys, credit cards, tools, uniforms, cellular phones, laptops, and other equipment, will be deemed ineligible for rehire and may be subject to legal proceedings on behalf of the Company.

  • Forwarding address and final pay. Departing employees may be asked to confirm their forwarding address to ensure that benefits and tax information are received in a timely manner. Final pay may be mailed to this address by the next payday unless state law or other procedures dictate otherwise. 

  • The Company is not required to provide a terminated employee, whether the employee quit or was fired, with a “termination letter.” The only item Company must give an employee at the time of involuntary termination is a pamphlet from the Illinois Department of Employment Security called “What Every Worker Should Know About Unemployment Insurance.” If it is not practical to provide copies at the worksite, the publication should be mailed to employees’ last known address within five calendar days of separation.


Policy Number HR-002 Approved: 02/11/2021 Date of revision: 02/11/2022

Authors: Oleksandr Kalinin
Approvers: Tanya Popovych

Download At-will Employee Resignation Termination Policy in PDF format