The standard approach to quitting a job has long been a face-to-face meeting with a manager, often seen as the most respectful way to handle the situation. However, the modern workplace has introduced scenarios where an in-person resignation is not always feasible. A phone call has become a practical alternative due to factors like remote work, geographical distance, or other circumstances that make it the most logical choice.
Deciding if a Phone Call is the Right Choice
A phone call is an acceptable method to resign if you are a fully remote employee with limited in-person interaction with your manager. If your direct supervisor works in a different office, city, or country, a phone call is a reasonable way to communicate your resignation. A call is also necessary for sudden events, such as an unexpected illness or a family emergency that prevents you from going into the office.
A phone call is also appropriate if you need to exit a toxic or hostile work environment. If you feel your safety may be compromised by an in-person meeting, resigning remotely is a sensible decision. A phone call allows you to maintain a safe distance while still communicating your departure to your manager.
Conversely, a phone call should be avoided if possible when you work on-site and see your manager daily. An in-person or video call resignation is strongly preferred to show respect for the relationship you have built. Choosing to call in this context could be perceived as avoidant and might damage the professional goodwill you have established.
Preparing for the Resignation Call
One of the first steps is to choose the right time to make the call. Avoid scheduling the conversation on a hectic Monday morning or late on a Friday afternoon. Instead, aim for a time mid-week when your manager is less likely to be overwhelmed. Sending a brief email or message beforehand to schedule a private call is a courteous way to ensure they are available.
Your direct supervisor should always be the first to know about your resignation. Even if the official process involves the human resources department, informing your manager first is a professional courtesy that allows them to plan for your departure. If your direct manager is unavailable for an extended period, you should contact their supervisor or HR.
Before you dial, prepare a brief script or a set of talking points to help you stay calm and focused. You should also have your formal resignation letter typed and ready to send immediately following your call. This letter should be a concise document that states your intention to resign and your final day of employment, creating an official record.
What to Say When You Call to Quit
After a brief greeting, state the purpose of your call clearly. You might start with, “Thank you for taking the time to speak with me. I’m calling to let you know that I have decided to resign from my position.” This straightforward opening avoids ambiguity and sets a professional tone.
Next, formally state your resignation and provide your last day of employment. It is standard practice to offer two weeks’ notice, so be prepared to communicate your intended final day. For instance, you could say, “Please accept this as my two weeks’ notice. My last day will be [Your Last Day].”
You may be asked why you are leaving, but you are not obligated to provide extensive detail. A brief and neutral explanation is the best approach. You could say, “I’ve accepted a new opportunity that aligns with my long-term career goals.” Avoid complaining about the company, your boss, or colleagues to leave on positive terms and maintain professional relationships.
To conclude the call, express gratitude for the opportunity and offer to assist with the transition. A simple statement such as, “I want to thank you for the opportunity to work here and have learned a great deal,” can go a long way. You can also offer to help train your replacement or document your responsibilities to ensure a smooth handover.
Here is a sample script to guide your conversation:
You: “Hi [Manager’s Name], do you have a moment to talk?”
Manager: “Sure, what’s on your mind?”
You: “I’m calling to inform you that I am resigning from my position as [Your Job Title]. I wanted to tell you personally. My last day of employment will be [Your Last Day], which is two weeks from today.”
Manager: “I’m sorry to hear that. Can I ask why you’re leaving?”
You: “I’ve received an offer for a role that is more aligned with my future career aspirations. This was not an easy decision, and I want to thank you for all the opportunities and support you’ve given me here.”
You: “I am committed to making this transition as smooth as possible and am happy to help train my replacement and wrap up my current projects.”
Manager: “I appreciate that. Thank you for letting me know.”
You: “Thank you again for everything. I will send over my formal resignation letter to you and HR by email shortly.”
Actions to Take After the Call
Immediately after you hang up, send your formal resignation letter via email. This serves as the official written record of your departure. Address it to your direct manager and the human resources department, referencing the conversation and reiterating your last day of employment.
Your focus should shift to the logistical aspects of your departure. Coordinate with your manager or HR on the process for returning company property, such as a laptop, phone, or keys. You should also inquire about your final paycheck and any accrued vacation time or other benefits owed to you.
Your final days of employment should be handled with professionalism. Concentrate on completing outstanding tasks and preparing a handover document for your successor. This proactive approach ensures a smooth transition for your team. Maintaining a positive and helpful attitude will help you leave the company on the best possible terms.