How you choose to leave your position can influence your professional reputation and future opportunities. Handling your departure with professionalism ensures that you maintain positive relationships with your former colleagues and managers, who may serve as references later in your career.
Preparing to Resign
Begin by reviewing your employment contract or the company handbook. These documents often contain specific clauses regarding the required notice period and any other procedures you must follow when you resign.
This preparatory phase is also the time to decide on your final day of employment. A two-week notice period is standard, but your contract may specify a longer duration, especially for senior roles. You should also have a clear understanding of your next steps, whether it is starting a new job or pursuing other ventures, as this allows you to communicate your decision with confidence.
Writing Your Resignation Letter
Your resignation letter is a formal record of your departure. The document needs to be professional, direct, and positive in tone. This letter solidifies your verbal resignation and provides official notification to the human resources department.
The letter must contain three core elements: a clear statement of your intent to resign, your specific job title, and the exact date of your last day. An expression of gratitude for the opportunities you were given is also a standard component.
It is important to know what to exclude from your letter. Avoid mentioning any grievances, disappointments, or negative experiences you may have had with the company or its staff. Also, refrain from going into detail about your reasons for leaving; a simple statement is sufficient.
Here is a simple template you can adapt:
Dear [Manager’s Name],
I am writing to inform you that I am resigning from my position as [Job Title] at [Company Name], effective two weeks from today. My final day will be [Your Last Day].
Thank you for the opportunity to have worked in this position for the past [Number of Years]. I have enjoyed my time here and am grateful for the skills I’ve developed and the relationships I’ve built.
I am committed to ensuring a smooth transition during my final two weeks. Please let me know how I can best assist in the handover process.
Sincerely,
[Your Name]
Telling Your Manager
Schedule a private meeting, either in person or through a video call if you work remotely, to have this discussion. Emailing to request a brief meeting is an appropriate way to set this up without revealing the topic in advance.
Begin the conversation directly by stating your intention to resign. You could start by saying, “Thank you for meeting with me. I wanted to let you know that I have decided to resign from my position.” Immediately after your verbal statement, provide them with your formal resignation letter. This approach is straightforward and prevents any misunderstanding.
Keep the conversation focused on the future and maintain a positive tone. You are not obligated to provide a detailed reason for your departure. A simple explanation such as, “I have accepted a new opportunity that better aligns with my long-term career goals,” is sufficient. Be gracious and thank your manager for their support.
Your manager may have various reactions, and it is best to be prepared. If they present a counteroffer, listen politely, but if your decision is final, reiterate it gently. Should they ask where you are going, you are not obligated to share details if you are uncomfortable doing so. An emotional or surprised reaction is also possible; remain calm and professional, allowing them time to process the information.
Navigating Your Notice Period
Your primary responsibility during your notice period is to facilitate a smooth transition for your team and your eventual replacement. Create a comprehensive transition plan. Document your daily tasks, ongoing projects, and any important contacts or login information. This document will be an invaluable resource for the person who takes over your role.
If the company hires your replacement before you leave, you may be asked to help with their training; approach this task with a cooperative and helpful attitude. You will likely be asked to participate in an exit interview with a representative from human resources. This meeting is an opportunity to provide constructive feedback about your experience with the company.
Frame your comments diplomatically, focusing on observations rather than complaints. Honest, well-articulated feedback is useful to the organization. Throughout this period, maintain a positive attitude in your interactions with colleagues. Avoid discussing any negative reasons for your departure and instead focus on finishing your work to the best of your ability. Let your coworkers know about your departure personally after you have informed your manager.
What Not to Do When Resigning
To ensure your departure is seamless and professional, avoid several common mistakes. One of the most significant is “slacking off” during your notice period. Continue to perform your duties diligently until your last day, as neglecting your responsibilities can damage your reputation.
Refrain from complaining about the company, your manager, or colleagues to coworkers after you have resigned. This behavior is unprofessional and can create an uncomfortable environment. Focus on your future opportunities rather than past grievances.
Avoid announcing your resignation on social media before informing your manager and close colleagues personally. A premature post can be seen as disrespectful and cause workplace disruption. It is best to wait until after your last day to share your news more broadly.
Finally, do not be dishonest if asked for feedback during your exit interview. While you should be diplomatic, providing misleading or untruthful information is unhelpful. Offer constructive and honest feedback if you are comfortable doing so, as this can be a final, valuable contribution to the organization.