This section covers the following:
- Exit process
- Reasons for leaving (resignation, redundancy, retirement, dismissal)
- Providing a reference
When an employee leaves their employed or volunteer role in the parish, whatever the reason, it’s important to manage the process carefully and sensitively.
A well‑managed exit helps everyone: the person leaving, their manager, and the wider team. It also ensures a smooth handover of responsibilities and leaves relationships on positive terms.
- Arranging handover
- IT arrangements
- Planning for period of vacancy
- Reviewing the job description and person specification
- Employees should provide their resignation in writing, and the parish should acknowledge it as soon as possible. The acknowledgement should confirm:
- The agreed leaving date
- Arrangements for returning parish property (such as laptops, phones or keys)
- Details of any outstanding holiday pay
- Any final payments or deductions
- If a resignation is given verbally and the employee does not provide written confirmation, you should send a formal acknowledgement of the verbal resignation and ask the employee to confirm receipt in writing.
- Capability – the inability to perform the role because of lack of qualifications, skills, or long‑term absence
- Misconduct (in which case, follow your parish disciplinary policy)
- Situations where continuing employment would be unlawful—for example, where driving is required but the employee has lost their licence
- "Some other substantial reason" specific to the situation
- If a dismissal may be necessary, follow ACAS guidance and seek advice from a HR adviser or an employment lawyer. In all cases the PCC must follow a fair process.
- In writing
- Factual and evidence‑based
- Clear where opinions are being given
- Start date and length of employment
- Job title
- Salary (if requested)
- Key duties and responsibilities
Resignation
A template letter acknowledging a resignation can be found here.
Retirement
There is no set retirement age, so retirement must be the employee’s decision. When someone chooses to retire, agree a finish date (usually based on the normal notice period) and confirm it in writing.
You will also need to notify the pension provider ahead of the end date and calculate any remaining holiday entitlement.
Dismissal
Dismissal may occur for a range of reasons, including:
Redundancy
Redundancy is a type of dismissal and must follow a clear fair process. If you believe a role may be redundant, follow >ACAS guidance or seek specialist HR or legal advice to ensure the process is fair and compliant.
Whenever someone leaves, you should put an exit process in place. This helps set clear expectations and supports a smooth transition. Holding an exit interview is strongly recommended. It gives the departing employee the chance to share confidential feedback about their experience and suggest any improvements. It is also a valuable opportunity to thank them for their contribution. Employees may choose to have another member of staff present if they wish.
A template exit interview form can be found here.
Providing a fair and accurate reference protects both the parish and the individual.
All references should be:
References should include:
Managers may sometimes be asked to write a personal character reference. If so, it must state clearly that it reflects the individual manager’s personal opinion and not the official view of the PCC. These should be written on blank paper or sent from a personal email address rather than parish stationery.
A template letter for providing a reference can be found here.