How to resign: steps, tips and template

Resigning from a job can be a delicate process, but approaching it with professionalism and careful planning can ensure a smooth transition. Whether you’re navigating tricky situations or simply looking for guidance on writing a resignation letter, this step-by-step guide is here to help.

We’ve broken down the key steps to take when resigning, as well as provided tips for handling common challenges, with a template resignation letter to make the process easier. Follow this guide to ensure that your resignation is handled with the utmost professionalism, keeping your relationships and reputation intact.

Nine steps to a successful resignation

1. Review your employment contract

Before submitting your resignation, it’s crucial to fully understand your contract terms.

• Check your notice period and understand how and when it must be served
• Note any restrictions like non-compete or confidentiality clauses
• Review provisions related to bonuses, share options or benefits upon departure

2. Prepare your resignation letter

Your resignation letter is a formal part of the process and should be written with care. Keep it professional and concise, and avoid going into detailed reasons for leaving. Include:

• Your intent to resign
• The date your notice period begins and ends
• Gratitude for the opportunity

3. Choose the right time to resign

Timing is important when delivering your resignation.

• Request a private meeting with your line manager
• Be prepared for their reaction—whether supportive, indifferent, or disappointed

4. Communicate professionally

It’s essential to remain composed and professional during the conversation.

• State your decision clearly and confidently
• Avoid negative comments about the company, colleagues, or leadership
• Offer to help with a smooth transition, such as creating handover documents or training a successor

5. Manage your transition

Your professionalism during the notice period will leave a lasting impression and contribute to a positive onboarding process for your successor.

• Complete ongoing projects to the best of your ability
• Document critical information about your role, key contacts and processes
• Maintain professionalism throughout your notice period

6. Prepare for an exit interview

The exit interview can be a chance to reflect on your time at the company.

• Be constructive but diplomatic if asked about your reasons for leaving
• Avoid using this as an opportunity to vent frustrations

7. Maintain relationships

Leaving on good terms is important for your future career.

• Express appreciation to colleagues and mentors
• Connect with key contacts on LinkedIn and exchange personal contact details
• Leave on good terms to keep doors open for future opportunities

8. Handle confidentiality and IP obligations

Ensure you follow the correct procedures for returning company property and protecting sensitive information.

• Return company property, including laptops, documents and access cards
• Ensure compliance with confidentiality obligations and avoid taking proprietary materials

9. Celebrate your next step

Finally, take the time to reflect on your achievements and look forward to what comes next.

• Take pride in your contributions during your tenure
• Look forward to new challenges with confidence and positivity

Tips for navigating tricky situations

Dealing with counter offers

Sometimes, your employer may present a counter offer to persuade you to stay. Here’s how to handle it:

• Stay focused on your decision: If you’ve decided to leave, remind yourself of the reasons behind your decision. Counter offers often address short-term issues but may not resolve your core concerns
• Consider future implications: Accepting a counter offer may lead to trust issues with management and could hinder long-term growth
• Politely decline: Express gratitude for the offer and reaffirm your decision. For example: “I truly appreciate the gesture, but my decision is based on personal and professional considerations that I feel are best for my long-term career.”

Managing an upset manager

It’s normal for a manager to be upset about your departure, but staying calm and professional is key.

• Stay professional: Acknowledge their reaction without becoming defensive. For example: “I understand this may come as a surprise and I’ve appreciated your guidance and leadership throughout my time here.”
• Redirect the focus: Emphasise your willingness to ensure a smooth transition: “I’m committed to making this as seamless as possible for the team. Let me know how I can assist during the handover.”

Responding to probing questions

You may be asked for more details about why you’re leaving or to explain frustrations. Handle these situations diplomatically:

• Reason for leaving: Frame your answer diplomatically: “I’m leaving to pursue an opportunity that aligns with my long-term goals and growth aspirations.”
• Addressing frustrations: Be constructive, not critical: “I’ve learned a lot here, but I’m looking for a role that allows me to develop [specific skills or experiences].”

Handling guilt or second-guessing

It’s natural to feel guilty or question your decision, but focusing on the positives will help you stay confident.

• Trust your decision: Remember why you made this choice and the opportunities ahead
• Focus on positivity: Think about how you’re contributing to the team by leaving with professionalism and helping with the transition

How to write a resignation letter

Here’s a simple template to use when you’re ready to submit your resignation:

[Your name]
[Your job title]
[Company name]
[Date]

Dear [manager’s name],

I am writing to formally resign from my position as [your job title] at [company name], effective [last working day, based on your notice period].

This decision has not been easy, as I have genuinely enjoyed my time here and deeply value the opportunities and support, I’ve received during my tenure. Working with you and the team has been a privilege and I’m grateful for the experience I’ve gained.

I am committed to ensuring a smooth transition and am happy to assist with handing over my responsibilities or training a replacement during my notice period. Please let me know how I can best help during this time.

Thank you once again for the opportunity to be part of [company name]. I hope to stay in touch and I wish the company continued success in the future.

Yours sincerely,
[Your name]

Navigating a resignation process with care and professionalism can make all the difference for your career and future opportunities. By following these steps and preparing for potential challenges, you can resign on good terms while ensuring a smooth transition. If you need further advice or assistance during this process, don’t hesitate to contact your consultant for support tailored to your situation.