Deciding to leave a job raises a common question: should you resign in person or by email? The method you choose depends on professional etiquette and your specific workplace circumstances. Announcing your departure thoughtfully can influence your professional reputation and the quality of future references, as it reflects your respect for the relationships you’ve built.
The Case for Resigning in Person
In most professional settings, resigning face-to-face with your direct manager is the standard. This approach demonstrates respect for your manager and the organization. An in-person conversation allows for a clear exchange, minimizing the misinterpretation that can occur with written communication, as tones and intentions are more easily conveyed.
This method is a strategic step in maintaining your professional network. The relationships with your managers and colleagues can be valuable long after you have left a position. Resigning in a personal and respectful manner helps preserve these connections, making it more likely your manager will provide a positive reference.
If you have a neutral or positive relationship with your manager and work in a traditional office, an in-person resignation should be your default. It allows you to express gratitude for the opportunities you were given and discuss the next steps for a smooth transition. This personal touch leaves a lasting positive impression, framing your departure as a thoughtful career move.
When Resigning by Email is Acceptable
While an in-person resignation is often preferred, there are circumstances where sending an email is more practical. If you are a remote employee and do not work in the same physical location as your manager, an email is the standard method for official matters like a resignation. A video call prior to sending the email can add a personal touch.
An email is also acceptable if you are in a toxic or hostile work environment. If you anticipate a face-to-face meeting could become unproductive or distressing, an email provides a safe way to communicate your departure. This method creates a documented record of your resignation and helps you maintain your composure.
Logistical challenges can also make an in-person meeting impractical. If your manager is on long-term leave, works in a different time zone, or is consistently unavailable, an email is a reasonable alternative. This ensures your resignation is delivered in a timely manner, which is important for providing adequate notice.
How to Execute an In-Person Resignation
To resign in person, first schedule a private meeting with your manager. Send a meeting request with a neutral subject like “Quick Chat” or “To discuss a personal matter.” Avoid signaling your intention to resign in the invitation to prevent gossip and ensure your manager hears the news from you directly.
Before the meeting, prepare a brief script of what you plan to say. Having key points will help you stay on track. Start by stating your intention to resign and clearly communicating your last day of employment. You can briefly state a positive reason for leaving, but avoid excessive detail or speaking negatively.
Bring a printed, formal resignation letter to the meeting. This letter serves as official documentation for HR and should be concise, including your final day of work. After you have verbally resigned, hand the letter to your manager to ensure clarity and professionalism.
How to Write a Professional Resignation Email
When resigning via email, the structure and content are important. Start with a clear subject line, such as “Resignation – [Your Name],” so your manager understands the email’s purpose. Address the email professionally to your manager.
In the body of the email, be direct. Your first sentence should state your intention to resign and specify your last day of employment. You can then add a brief sentence expressing gratitude for the opportunity and experience you gained. An offer to assist with the transition, such as documenting your responsibilities, is also a professional touch.
It is also important to know what to exclude. Avoid complaining about your job, manager, or colleagues, as this can appear unprofessional. Do not go into extensive detail about why you are leaving or your new job. Maintain a neutral and concise tone to ensure you leave on a positive note.
Navigating Your Notice Period
Your conduct during your notice period is a final reflection of your professionalism. A two-week notice period is standard, but you should check your employment contract for any specific requirements. During this time, continue performing your duties to the best of your ability and maintain a positive attitude.
Work with your manager to create a transition plan. This may involve documenting your daily tasks, completing outstanding projects, and organizing files for your successor. Offering to train your replacement is another way to demonstrate your commitment to a smooth handover.
Be mindful of how you communicate with your coworkers about your departure. After you have formally resigned, it is fine to share your news, but avoid boasting about your new role or speaking negatively about the company. Maintaining good relationships with colleagues is valuable for your professional network.