Leaving a job is a natural part of a career, but the way you resign can impact your professional reputation. A professional departure helps maintain positive relationships with former colleagues and managers, keeping doors open for future networking and opportunities. How you manage your exit reflects your professionalism and can influence the references you receive down the line.
Decide When and How to Resign
The first step in resigning is careful planning. Choosing the right moment to inform your manager can minimize workplace disruption. Consider scheduling this conversation for the end of the day to allow your manager time to process the information without immediate workplace pressures. This shows respect for their schedule and the business’s operational needs.
The method of communication is also important. The conversation should be a private, face-to-face meeting. For remote employees, a video call is the next best option, as it maintains a personal and respectful connection. Resigning via email or a phone call should be avoided, as these methods can be perceived as impersonal and unprofessional. The goal is to initiate a direct, respectful dialogue.
Write a Formal Resignation Letter
After your conversation, you must provide a formal resignation letter. This document serves as an official record for Human Resources and solidifies your departure. The letter should be concise, professional, and positive, keeping its length to a single page. It is not a platform for venting frustrations or sharing details about your next career move.
A standard resignation letter must include a direct statement of your intention to resign. You must also state your final day of employment, ensuring you adhere to the notice period in your contract, which is often two weeks. It is also customary to include a brief expression of gratitude for the opportunities you were given, highlighting positive experiences.
An effective letter also includes an offer to assist with the transition, which demonstrates your commitment to a smooth handover. What you exclude is as important as what you include. Your letter should not contain complaints, detailed reasons for leaving, or any negative commentary. Information about your new job, salary, or benefits is also unnecessary and should be omitted.
Here is a simple template:
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Your Last Day], two weeks from today.
Thank you for the opportunity to have worked in this position for the past [Your Length of Employment]. I have greatly enjoyed my time here and appreciate the skills and experiences I have gained.
I am dedicated to ensuring a smooth transition during my final two weeks. Please let me know how I can be of assistance in handing over my duties.
Sincerely,
[Your Signature]
[Your Typed Name]
Have the Conversation with Your Manager
The discussion with your manager can be a stressful part of the resignation process. Approaching it with a plan can help you remain calm and professional. Request a private meeting and be direct from the start. A simple opening like, “Thank you for meeting with me. I wanted to let you know that I have decided to resign,” is a straightforward way to begin.
Your explanation for leaving should be brief and positive, as you are not obligated to provide extensive details. You might say you’ve accepted a role that better aligns with your long-term career goals. Frame your decision to focus on your professional development rather than any shortcomings of the company. Thank your manager for their guidance and the opportunities you’ve been given.
Prepare for various reactions, as your manager might be disappointed, surprised, or even hostile. Regardless of their response, remain calm and professional. If they become upset, you can say, “I understand this may be difficult news. My intention is to make this transition as smooth as possible.” This redirects the focus to a constructive path.
Your manager may present a counteroffer. It is best to have considered this possibility beforehand and to be firm in your decision. If you have already accepted another offer, politely decline by saying, “I appreciate the offer, but I have made my decision.” In some cases, you might be asked to leave immediately. This is often a standard company policy, especially in roles with access to sensitive information, so try not to take it personally.
Navigate Your Final Two Weeks
After you have given notice, your conduct during the final two weeks reflects your professionalism. It is important to maintain a strong work ethic and contribute positively until your last day. This period is your final opportunity to leave a lasting, positive impression.
A primary focus should be on facilitating a smooth transition. Collaborate with your manager to create a list of your ongoing projects and daily responsibilities. Create a detailed transition document that outlines key contacts, procedures, and the status of your work. Offering to train your replacement is another proactive step that demonstrates your commitment to the company’s success.
Saying goodbye to your colleagues should be handled professionally. Inform your team after you have coordinated the timing with your manager. A simple, positive announcement is sufficient. Consider sending a farewell email on your last day to thank colleagues and provide personal contact information if you wish to stay in touch. Avoid disrupting the workplace with long goodbyes.
Handle the Exit Interview
The exit interview is one of the final steps in your departure process, conducted by an HR representative. Its purpose is to gather feedback about your experience with the company. This information is used to identify trends in turnover and areas for improvement in company culture, management, and processes. Your participation can provide valuable insights.
Approach the exit interview with a mindset of being honest but constructive. This is not a venue for airing personal grievances or making emotional complaints. If you have negative feedback, frame it professionally and focus on specific issues rather than individuals. For example, instead of criticizing a manager, you could offer suggestions for improving team communication.
Prepare for the interview by reflecting on your time with the company and noting points you wish to discuss. Be ready to answer common questions about your reasons for leaving, job satisfaction, and your relationship with your manager. You can also use this opportunity to ask clarifying questions about your final paycheck, benefits, or other offboarding procedures. Providing thoughtful feedback helps end your employment on a positive note.