Off-boarding Policy

Scope

This Policy applies to all full-time Employees of the Company and, where applicable or explicitly stated, extends to independent contractors, consultants, probationary employees, and trainees (collectively referred to as "Employees" for the purposes of this Policy). This reference does not confer employment status or entitlements upon non-employees, nor does it imply an employer-employee relationship where none exists.

Authority Concerned

For any questions, clarifications, or support related to this Policy, Employees are encouraged to reach out to the HR Team.

Conflict 

In case of any inconsistency or conflict between this Policy and the terms outlined in an Employee’s Employment Agreement or engagement contract, the terms of the Agreement shall take precedence.

Purpose

This Policy outlines the standard procedure for offboarding an Employee—whether due to resignation, retirement, termination, or contract completion—ensuring that the transition is compliant, respectful, and efficient. The steps defined here aim to safeguard the interests of both the Company and the exiting Employee, and may be tailored as required on a case-to-case basis.

Retirement

Full-time Employees shall retire from the services of the Company upon reaching the retirement age of fifty-six (56) years, unless a different age is explicitly stated in their employment contract. Retirement will be effective automatically on the last calendar day of the applicable month, with no requirement for notice from either party.

Termination by the Company

Unless otherwise specified in the Employment Agreement or as required by applicable law, the Company may terminate the services of a full-time Employee by providing one (1) month’s written notice or payment of one (1) month’s salary in lieu of notice.

Trainees, probationers, and temporary Employees may be terminated without notice or compensation in lieu thereof.

Employees terminated for reasons relating to misconduct or violation of Company policies shall not be entitled to a notice period or payment in lieu of the same.

Resignation by the Employee

Employees wishing to resign are required to submit a formal resignation letter to their Reporting Manager and the HR Team. The resignation will be reviewed and acknowledged, and the Employee’s last working day will be communicated accordingly.

Employees are required to serve a notice period of one (1) month or pay one (1) month’s gross salary in lieu of notice, subject to discussion with the HR Team and Reporting Manager.

It is mandatory for Employees to be physically present in the office on their last working day to complete all exit formalities, including return of Company assets, HR clearance, and final discussions.

Exceptions may be made under extraordinary circumstances, subject to prior approval by the HR Team.

Exit Interview

While voluntary, participation in the exit interview process is encouraged. The HR Team will facilitate the interview with the objective to:

• Understand the Employee’s reasons for exit;
• Collect feedback on the Employee’s experience;
• Identify potential areas for organizational improvement.
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Handover of Assets and Responsibilities

Exiting Employees are expected to ensure a smooth transition of responsibilities. This includes:

• A documented handover of ongoing tasks, projects, and critical knowledge to the designated team member or Reporting Manager;
• Return of all Company property and assets, including but not limited to:
  
  • Employee ID/access cards
  • Laptop, mobile devices, chargers, and data cards
  • Company files, reports, documents, and office stationery
  • Membership cards, petty cash, and other Company-provided resources

All Company assets must be returned on or before the last working day unless otherwise instructed.If  any items are found to be damaged beyond reasonable wear and tear, the cost of repair or replacement may be deducted from the Employee’s final settlement, as permitted by law.

Revocation of Access

All digital and physical access will be revoked by the Company on or before the Employee’s last working day. This includes:

• Company email, collaboration tools, and internal systems
• Biometric and access card-based entry
• Licensed software and proprietary applications
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In certain cases, access may be revoked prior to the final working day at the discretion of the Company.

Final Settlement and Documentation

‍Unless otherwise specified in a separate agreement with the Company, the full and final settlement of an Employee will be processed in accordance with the Company’s policy and applicable laws.

For full-time Employees, the final settlement generally includes all dues payable up to the last working day, such as:

• Unpaid salary, bonuses, and other allowances;
• Statutory benefits such as Provident Fund (PF) and Gratuity, if applicable;
• Applicable deductions as per prevailing laws.

In case of resignation, the salary for the month in which the Employee resigns will be disbursed in the month of their final working day, aligning with the completion of exit formalities.

Subject to completion of all obligations, the Company will issue:

• A Full and Final Settlement Statement
• An Experience Letter confirming tenure and role
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Special Provisions

In the event of gross misconduct or breach of Company policies, the Company reserves the right to terminate employment without notice, severance, or additional compensation, in line with applicable laws.

Even in such cases, offboarding formalities such as asset return, access revocation, and documentation must be completed.

Employees will continue to be bound by post-employment obligations outlined in their Agreement, including but not limited to:

• Non-disclosure and confidentiality
• Non-solicitation
• Intellectual property clauses

The Company may require written reaffirmation of these obligations during exit formalities.

Non-Employee Exits

Offboarding procedures for independent contractors, consultants, interns, or other non-employees will be aligned with the terms specified in their respective engagement agreements and will be adapted accordingly by the HR Team.

Violations

Non-compliance with the offboarding process, including unauthorized data retention or failure to return Company property, may result in:

• Withholding of final settlement or documentation; and/or
• Legal proceedings as deemed appropriate by the Company
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Review and Updates

This Policy is subject to periodic review and may be updated to reflect changes in Company practices or relevant legal requirements. Employees will be provided reasonable notice of material changes to this Policy.

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