Do I have to write this letter?

No, but it is strongly recommended. A written acknowledgement protects both employer and employee by creating a clear record of the resignation date, last working day, and final pay arrangements. It prevents disputes and shows professionalism.

What if the employee disputes the resignation date or last working day?

That is why the acknowledgement letter is important. Send it within 24 hours and ask for written confirmation of receipt. If there is a dispute, consult an employment lawyer. Notice period rules vary by canton and employment contract.

When must I pay the employee's final salary?

Swiss law requires all earned salary to be paid by the last working day or within a reasonable timeframe (usually by the next scheduled pay date). Check your cantonal employment law and any collective agreement (GAV) for specific rules. Failure to pay on time can trigger legal claims.

Template: Acknowledge an Employee's Resignation

When an employee resigns, send a brief written acknowledgement confirming the resignation date, last working day, and your next steps. This creates a clear record and sets expectations for handover, final pay, and references.

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A resignation acknowledgement is not legally required in Switzerland, but it is essential practice. It documents what was agreed, prevents misunderstandings, and protects both parties.

Send this within 24 hours of the conversation. Keep it factual, professional, and neutral—do not negotiate or express emotion.

The Acknowledgement Letter

Copy the template below. Replace [BRACKETED TEXT] with specific details: employee name, role, notice date, last working day, and salary information. Personalise the tone to match your relationship, but stay brief.

Send via email or letter. Request a reply confirming receipt. Keep a copy in your employment file.

Address: [Employee Name], [Job Title]
Opening: acknowledge their resignation and the date you received it
Confirm: last working day, notice period end date, any contractual obligations (handover, knowledge transfer)
Final pay: date of last salary payment, holiday payout rules, 13. Monatslohn if applicable
Reference letter: offer timing and process
Closing: confirm next steps (exit interview, equipment return, system access removal)

What to Include in Final Pay

Swiss employment law requires all earned salary, accrued holidays, and overtime to be paid by the last working day or shortly after. If your canton or collective agreement (GAV) mandates a 13. Monatslohn, include it in the final settlement.

Quellensteuer (withholding tax) obligations continue until the last pay date. Confirm you will provide the employee with a payroll statement and final tax certificate (Abrechnung).

Gross salary for days worked in final month
Accrued but unused holiday (calculate per contract and canton rules)
Overtime compensation or time-off-in-lieu, if any
13. Monatslohn, if part of the employment contract
Deductions: pension contributions, insurance, taxes as normal
Payment date: specify exact date and account, or confirm your normal payroll schedule

Reference Letter and Data Deletion

An employee can request a written work reference (Arbeitszeugnis) at any time during or after employment. Swiss law allows you to issue either a simple certificate (dates and role only) or a detailed reference. You are not obliged to provide one before the last working day.

After employment ends, you are required to delete or anonymise personal data unless you have a legal reason to retain it (tax records, contract disputes). Confirm data-handling practices in your final communication if relevant.

Reference letter: offer to provide one after final working day, or specify your standard timeline
Content: confirm you will describe role, tenure, and performance objectively
Data: clarify you will delete personal data (home address, emergency contacts, etc.) after statutory retention periods
Personnel file: confirm documents (contract, pay stubs, references) will be kept for 5 years for tax and legal purposes
Final access: confirm removal of email, system access, and key card on or before last day
Equipment: request return of laptop, phone, documents, or any company property

Frequently asked questions

Do I have to write this letter?: No, but it is strongly recommended. A written acknowledgement protects both employer and employee by creating a clear record of the resignation date, last working day, and final pay arrangements. It prevents disputes and shows professionalism.
What if the employee disputes the resignation date or last working day?: That is why the acknowledgement letter is important. Send it within 24 hours and ask for written confirmation of receipt. If there is a dispute, consult an employment lawyer. Notice period rules vary by canton and employment contract.
When must I pay the employee's final salary?: Swiss law requires all earned salary to be paid by the last working day or within a reasonable timeframe (usually by the next scheduled pay date). Check your cantonal employment law and any collective agreement (GAV) for specific rules. Failure to pay on time can trigger legal claims.

General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.