You’ve done the hard part. You’ve been through the interview process. Now comes the difficult part.
Handing in your resignation can go horribly wrong or extremely well and this all depends on how your relationship is with your direct report. If you have a good relationship, you’ll probably feel guilty, maybe even having second thoughts – even if you know it’s the right step for you and your career. Whereas, if you have a poor relationship with your boss or the company you might be feeling relieved, excited to start fresh.
Resigning from a job can be a critical moment in your professional life. How you handle it not only reflects on your character but also can influence future opportunities. Leaving on good terms is essential for maintaining strong professional relationships and ensuring your transition is as smooth as possible. Here are some practical steps to resign with grace and professionalism.
1. Plan Wisely
Select the Appropriate Timing: Timing is everything. Whenever feasible, schedule a face-to-face meeting with your manager to submit your resignation. If a face-to-face meeting isn’t possible, a phone call works as well. Follow up with a professional email to HR, ensuring your manager is copied in. Your resignation email should be concise, clear, and polite. If you need help with drafting one, there are plenty of resignation letter templates available online, we have included a couple of examples below – these will also be in the ‘useful downloads’ section.
What if your direct report is on annual leave. Your current employer would want to know a leaving date. Have that conversation and get in face to face to talk. If this isn’t possible, you’ll need to have a chat with HR to plan this.
Mentally Prepare: Take a moment to reflect on why you’re leaving and confirm your decision. This self-reflection will not only boost your confidence, but it will also help you communicate your reasons calmly and professionally when the time comes.
2. Talk It Out
Book a Private Meeting: Arrange a time to speak with your boss in private. Ideally, you should break the news in person or via video chat, as this shows respect and professionalism. Again, if you can’t do this in person then schedule a phone call.
Be Honest, Stay Positive: Share your reasons for leaving politely, even if you have grievances. If there are issues that contributed to your decision, present them constructively. Keep the conversation focused on your future, not on the company’s shortcomings.
Avoid Negativity: It’s crucial to maintain a positive tone. Criticising colleagues or the company doesn’t benefit anyone and can tarnish your reputation. The goal is to leave on good terms and with a clean slate.
3. Hand Over Smoothly
Write It Down: Create a list of your ongoing tasks and projects. This will help the person who takes over your responsibilities understand what needs to be done.
Document Your Work: Provide detailed documentation of your work processes, procedures, and any ongoing projects. This will ensure a smooth transition and help your successor, or the team continue without disruption.
Offer to Help: Show your commitment by offering to assist with the handover. Whether it’s training your replacement or helping find one, this gesture shows your professionalism and willingness to contribute until the end.
4. Keep It Professional
Stay Focused Until the End: Even though you’ve handed in your resignation, continue to work diligently until your last day. This shows that you respect your role and are committed to finishing strong.
Be Respectful: Throughout your notice period, avoid any negative comments or gossip about colleagues or the company. Keep your interactions positive and respectful.
Maintain a Positive Attitude: Stay productive and engaged during your notice period. This will leave a lasting impression on your team and managers, showing them that you are professional, even during your final days.
By following these steps, you’re covering all basis that your resignation process is handled with professionalism and grace. Resigning on good terms not only allows you to leave with dignity but also helps maintain valuable connections for future networking and references. A smooth and respectful exit can open doors for future opportunities and keep your professional reputation intact.
Here’s a couple of examples of a resignation letter (These will also be in our ‘useful downloads section):
Dear [Manager’s Name],
I am writing to formally announce my resignation from my position at [Company’s Name], effective [Last Working Day, typically two weeks/one month from the date above].
This decision was not made lightly, as I have enjoyed working at [Company’s Name] and am truly grateful for the opportunities to learn, grow, and contribute to our team. I am especially appreciative of [mention any specific experiences or people that were positive during your employment].
In the coming weeks, I will do my best to ensure a smooth transition. Please let me know how I can assist in training or transferring responsibilities.
Thank you once again for the support and guidance throughout my time at [Company’s Name]. I look forward to staying in touch, and I hope to cross paths in the future.
Warm regards,
[Your Name]
[Recipient’s name]
I am writing to inform you of my decision to resign from my position at [Company Name]. After much consideration, I have come the conclusion that it is time for me to move on to new opportunities and challenges.
I want to express my gratitude for the opportunities for professional and personal development that [Company Name] has provided me during my time here. I have learnt a great deal and have enjoyed working with the team.
In accordance with the notice period specified in my contract. I am giving [notice period] weeks’ notice. I am committed to ensuring a smooth transition and will do everything I can to help in the upcoming weeks.
Thank you again for all the support over the years. I look forward to staying in touch.
Many thanks,
[Your Name]
