Resigning from a position is a standard part of any career path. Approaching this step with professionalism is a strategic move to safeguard your professional reputation and maintain the relationships you have built. Viewing your departure as a natural progression allows you to manage the process constructively. A well-handled resignation ensures you leave on positive terms, preserving valuable network connections for the future.
Prepare for the Resignation Conversation
Before you speak to anyone at your company, thorough preparation is important. If you have a new role lined up, confirm all the details in writing, including your start date, salary, and benefits. This ensures your next step is secure. Next, determine your final day of employment, providing at least two weeks’ notice as a professional courtesy.
A significant part of your preparation involves drafting a formal resignation letter. This document should be concise and professional, stating your intention to resign, your official job title, and the date of your last day. Address it to your direct manager and consider including a brief sentence expressing gratitude. This prepared document serves as the formal, written record of your departure, reinforcing the verbal conversation.
How to Tell Your Manager You Are Quitting
The most respectful way to resign is through a private, face-to-face meeting with your direct manager. This personal touch shows respect for their role and your professional relationship. Avoid blindsiding them in a hallway or during a busy moment. Schedule a specific time for a private chat to ensure you have their undivided attention.
If you work remotely, a video call is the best alternative to an in-person meeting. The goal is to have a real-time conversation where you can convey your message thoughtfully. Email or instant messaging should be avoided for the initial announcement, as these methods can come across as impersonal and disrespectful.
Maintaining a calm, composed, and professional demeanor throughout this conversation is important. Your attitude will likely influence your manager’s reaction. Approaching the meeting with a steady and respectful tone helps keep the conversation constructive and prevents it from becoming emotional or confrontational, regardless of your reasons for leaving.
Key Talking Points for Your Resignation
When you sit down with your manager, begin by getting straight to the point in a professional manner. A direct opening, such as, “I wanted to let you know that I have decided to resign from my position as [Your Job Title],” leaves no room for ambiguity and sets a professional tone.
Immediately after stating your intention to leave, clearly communicate your final day of employment. For instance, you could say, “My last day will be [Your Last Day], which is two weeks from today.” This provides a specific timeline and allows your manager to immediately start planning for the handover of your responsibilities.
Expressing gratitude is a simple yet powerful gesture. Thank your manager for the opportunity and consider mentioning a specific skill you gained or a positive experience you had. You might say, “I am very grateful for the experience I’ve gained here, especially in [mention a specific area].” This acknowledges the value you received from the role and reinforces that you are leaving on good terms.
Conclude the core part of your conversation by offering to help with the transition. State your commitment to ensuring a smooth handover by saying something like, “I am dedicated to making this transition as smooth as possible and will do everything I can to wrap up my projects and train my replacement.” This shows a high level of professionalism and responsibility. When asked about your reasons for leaving, keep your explanation brief and neutral.
What to Avoid Saying When You Resign
The resignation conversation is a moment to be diplomatic, and certain topics and tones should be avoided to prevent burning bridges.
- It is never a good idea to badmouth the company, your manager, or your colleagues. Expressing negativity at this stage appears unprofessional and can damage your reputation, as professional circles can be surprisingly small.
- Refrain from bragging about your new job, including details about a higher salary or better perks. This can be perceived as arrogant and may create resentment. The focus of the conversation should be on your departure from your current role, not on the specifics of your next one.
- It is also wise to manage your emotions. While you might feel a mix of excitement or relief, it is best to keep the conversation calm and fact-based. Do not make grand promises about the transition that you cannot realistically fulfill, as overcommitting and under-delivering will only leave a final negative impression.
- Be cautious about discussing a counteroffer. Unless you are genuinely open to staying with the company, using a new offer as leverage is a risky strategy. If you accept a counteroffer, the underlying reasons for your initial decision to leave often remain, and your loyalty may be questioned in the future.
Announcing Your Departure to Coworkers
After you have officially resigned and spoken with your manager, you can think about how to share the news with your coworkers. It is best to wait for your manager’s guidance on a communication plan. They may prefer to announce your departure to the team in a specific way or at a particular time.
When you do inform your colleagues, keep the message positive and forward-looking. A simple statement expressing gratitude for the time you worked together is sufficient. Focus on thanking them for their collaboration and support. You can also share your personal contact information with those you wish to stay in touch with, helping to preserve your professional network.
Navigating the Exit Interview
The exit interview is often the final step in your departure process and typically involves a conversation with a representative from Human Resources. Its primary goal is for the company to gather constructive feedback about the employee experience, which can be used to make improvements.
Approach the exit interview with the same professionalism you have shown throughout your resignation. While it might be tempting to vent frustrations, it is more productive to offer balanced and constructive feedback. Focus on suggesting improvements to processes or company policies rather than lodging personal complaints against individuals.
Frame your comments thoughtfully, providing specific examples where possible to illustrate your points. For instance, instead of saying a project was poorly managed, you could suggest that implementing a different project management software or process might improve workflow. This constructive approach ensures you leave on a high note.