Resigning from a job is a standard part of career progression. Approaching it with professionalism helps maintain positive relationships for future networking. Giving two weeks’ notice is a widely accepted professional courtesy that allows your employer time to plan for your departure. This buffer helps them arrange coverage for your duties and begin the search for a replacement, ensuring a smoother transition and solidifying your professional reputation.
What to Do Before You Resign
Before you announce your departure, take a few preparatory steps. First, review your employee handbook or employment contract for specific clauses regarding the required notice period or other resignation procedures. This clarifies your obligations and prevents contractual misunderstandings.
You should also discreetly organize and remove any personal files from your work computer, being careful not to take confidential company documents. If there is any doubt about the ownership of a file, it is best to leave it behind. Finally, decide on a firm last day of employment before speaking with your manager, as they will ask for a specific date.
How to Write Your Resignation Letter
Your resignation letter is a formal document and should be clear and professional. Its purpose is to state your intention to resign and specify your final day. Begin with a direct statement, such as, “Please accept this letter as my formal resignation from my position as [Job Title] at [Company Name].” Clearly state your last day, ensuring it is at least two weeks from the date of the letter.
It is beneficial to include a brief, positive statement expressing gratitude for the opportunity. An offer to assist with the transition is also a professional courtesy, such as, “Please let me know how I can help during this transition.” The letter should not include any negativity or complaints about the company, your manager, or colleagues. Avoid mentioning details about your new job to keep the letter focused and neutral.
Here is a simple template you can adapt:
Dear [Manager’s Name],
Please accept this as my formal resignation from my position as [Job Title] at [Company Name]. My last day of employment will be [Your Last Day].
Thank you for the support and the valuable experiences I have gained here. It has been a pleasure working with you and the team. Please let me know how I can assist during this transition.
I wish you and the company all the best for the future.
Sincerely,
[Your Name]
How to Resign in Person
The conversation with your manager should precede sending the formal letter; it is a sign of respect to inform them directly. Request a private meeting where you will not be interrupted. If you work remotely, a video call is the appropriate way to have this conversation.
Begin the meeting by stating your purpose directly. You could say, “I’ve decided to move on to a new opportunity. I’d like to submit my two weeks’ notice, and my last day will be [Your Last Day].” Maintain a positive tone throughout the discussion.
You are not obligated to provide extensive details about why you are leaving. If asked, you can offer a simple reason like, “An opportunity presented itself that will allow me to grow my skills in a new way.” After you have verbally resigned, hand your manager the letter or let them know you will email it immediately.
Navigating Your Final Two Weeks
The period after you have given notice is your final opportunity to make a lasting positive impression. Continue working with the same diligence and commitment you have shown, and avoid the temptation to “check out” mentally, as your performance will be remembered. A primary focus of your last two weeks should be to facilitate a smooth transition.
This involves creating a transition plan outlining your responsibilities, ongoing projects, and important contacts, and taking time to train colleagues. As you conclude your time with the company, say professional goodbyes to your coworkers. Expressing appreciation for the time you have worked together helps maintain your professional network, but keep conversations positive and forward-looking.
Handling Special Situations
A. What if you get a counteroffer?
Your company may present a counteroffer, such as a raise or promotion, to convince you to stay. It is advisable to decline such offers. Your reasons for wanting to leave in the first place are likely to remain, and accepting a counteroffer can lead to an awkward work environment where your loyalty is questioned. Politely and firmly reiterate your decision to leave.
B. What if you’re asked to leave immediately?
In some instances, an employer may ask you to leave immediately upon your resignation rather than work out your notice period, particularly in sensitive roles. If this happens, remain calm and professional. Inquire about the logistics of your final pay and the return of company property.
C. What if you have a difficult relationship with your manager?
If your relationship with your manager is strained, keep the resignation process as brief and formal as possible. Schedule the meeting, state your intention to resign clearly, provide your last day, and hand over the letter. There is no need to delve into the history of your difficult relationship. If you anticipate an unprofessional reaction, you may consider having a representative from Human Resources present during the meeting.