How to resign from a job professionally

Are you considering quitting your current job to move on to new opportunities?

Before you do that, it’s essential to resign from your current job in a proper and professional manner. This way, you leave your job gracefully, on good terms, and keep your reputation intact.

In our guide, we’ve laid out some simple yet essential steps that will help you resign from a job professionally, making the process smooth for you and your employer. Plus, we’ve included a resignation letter example and a template to make the process a breeze.

 

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Prepare thoroughly

It isn’t unusual for an employer to ask you to leave on the very same day you announce your intention to resign, particularly if they’d prefer you not to stay on-site.

That’s why individuals across all industries need to be well-prepared when resigning from a job.

When you get ready to quit your current role, keep things positive. And to make sure your exit is as smooth sailing as possible, show professionalism.

Preparing thoroughly also helps you stick to the company rules and handle your own financial responsibilities better. Moreover, you’ll likely get those valuable references.

Even better, if you prepare well, you’ll have the power to decide when to start looking for a new job – this makes your move to the next chapter of your career much smoother.

Before you take the step to resign, let’s look at how you can prepare thoroughly.

• Retrieve critical info – Make sure you have all the information, records, and documents that belong to you and that you need to take with you, not forgetting the info you’ll need to refer to in the future. This might be work samples you may need in your future job search.
• Be aware of the benefits at stake – Before you say your goodbyes, make sure you know about the bonuses you’re leaving behind. Invest some time in gaining a deep understanding of your existing benefits package, particularly if it includes things like bonuses or stock options. Be mindful of any conditions, rules, or deadlines that may affect what you get to keep when you leave so you can make the most of your money as you move on to your next step. Understanding things really matters – it helps you make smart financial decisions and ensures you don’t leave anything critical behind when you make the switch. Plus, it keeps you from getting any unexpected financial curveballs as you begin your next job.
• Have written confirmation of your new role – Ensure you have something in writing from your new employer. It’s extremely critical to have an official letter or contract that states the particulars of your new role, such as your position, salary, start dates, and any essential terms. If you have this document to hand, you’ll feel more self-assured about the changeover to your new position.

 

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Give sufficient notice

“Giving notice” is a standard professional practice where you tell your current manager that you’re leaving your job. It’s a customary way to notify them about your decision to leave.

It’s critical to give your employer enough notice when you resign. It shows respect, allows them plenty of time to prepare for your departure, and may also be contractually required by the company.

Giving sufficient notice can leave a positive impression and sustain a good relationship with your soon-to-be-ex colleagues and managers.

 

 

Most firms have specific notice periods outlined in your contract or company policy when you start your role. Once you’ve signed this, you agree to work the given notice period.

If you’re unsure, aim for at least one week, the statutory minimum notice in the UK if you’ve been working there for one month or more.

However, if you have been in your company for more than two years, it’s best to give your employer a longer notice period, such as two weeks.

What’s more, giving sufficient notice can guarantee a seamless handover for everyone involved.

You can find your notice period in your contract. If it’s not in your contract, follow the legal requirement, which depends on your length of service. If you’re in doubt, speak to your company’s HR or management for clarification.

 

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Speak to your line manager first

When the time comes to resign from your job, it’s best to have an in-person conversation with your line manager first. After all, they deserve that courtesy, right?

If you’re in a remote position, organise a video call or, at the very least, have a good old-fashioned discussion over the phone.

This shows respect and helps maintain a positive relationship as you move on to your next venture.

 

Write a professional letter of resignation

Once you’ve had a private meeting with your line manager about your intention to leave the company, it’s essential to follow up by sending them an official resignation letter via email.

Alternatively, you can give this directly to your manager for them to pass on, or you can deliver it straight to HR. The choice is yours – it depends on what feels most comfortable for you and aligns with the firm’s usual procedures.

Before you plunge into crafting an official resignation letter, don’t forget that it’s a formal kind of letter.

It’s structured like a classic letter and provides further information about why you’ve decided to leave, often with extra thanks to your employer.

Here’s an example of a professional resignation letter. This style is best if you’ve been with the company for some time or had a great experience and would genuinely like to show your appreciation in a more detailed way.

 

Example resignation letter

 

Resignation letter template

 

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What to include in your resignation letter

In your resignation letter, you’ll need to include the following:

• The manager’s name – Always address your manager using their first name. If you’re going down the formal route, use their full name.
• A friendly opening – Begin with a warm greeting. After all, you know your manager pretty well by now, so they deserve a professional yet friendly greeting.
• Your wish to resign and reasoning (if desired) – Tell your employer that you intend to resign from your role. Outline whether you will work through your notice period, which is obviously encouraged. If you like, you can let them know why you decided to leave if you feel it’s appropriate. That said, don’t feel pressured to do this.
• The departure date and final workday – Tell them when you intend to leave. To work this out, it will be the current date plus your notice period. For instance, if today is the 30^th of September and you have to give a one-month notice period, your last working day will be around the 30^th of October.
• Your gratitude – Before you say goodbye, it’s always nice to show your appreciation. So, thank your employer for giving you the opportunity and their support during your time there. This leaves a positive impression and helps you sustain good relationships within the firm.  
• Offer of help during the handover – Let them know you’re willing to help out during the transition. Usually, this means assisting in the hiring and training of your replacement. Doing so proves your dedication to a smooth handover.
• A polite ending – To sign off professionally, just end with a friendly “Sincerely” followed by your full name to add a personal touch to your letter.

 

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Be mindful of boundaries and excess sharing

When you’re resigning from your current role, it’s vital to strike a balance between what you share and maintaining professional boundaries.

That doesn’t mean you have to be super specific about why you’re leaving. But some find it helpful to briefly explain why they’re leaving professionally and positively.

For example, you could say how the new opportunity fits your career goals and enables you to learn new skills.

If you have a particularly good working relationship with your manager and want to provide them with some context for your departure, that’s absolutely fine. Just keep your explanation as positive as you can so it reflects well on both you and the company.

Here are some appropriate and professional reasons for resigning from your current role:

• Seeking an exciting career pivot – Sometimes, you crave a change to rekindle your passion. Exploring a new career direction can be a good enough reason to move on.
• Career advancement– If you want more challenges and the opportunity to enter into a leadership position, it’s a valid reason to let your manager know you’re leaving.
• Pursuing a better work-life balance – All of us need a little more time for life outside the workplace. It’s more than okay to contemplate making a change to achieve a greater balance between your work and personal life.
• Desiring a shorter commute – A lengthy commute to work can be tiring. If you’ve seen a job closer to home, your employer will understand.
• Pursuing a new field or industry – Looking for new horizons and learning something different is a fair reason to tell your employer about your decision to quit.

 

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Work your notice period

Don’t forget that working your notice period means fulfilling your promise to your employer by remaining in your current job at the company for a set period after you’ve sent your letter of resignation.

This isn’t just a formality – it’s an essential part of the professional transition process.

But why does it matter?

It’s all about protecting your reputation and exiting on good terms.

When you’re working your notice period, your employer will expect you to carry on performing your job to the best of your abilities. Doing so helps you leave your employer and team smoothly.

It also provides your company with ample time to find another candidate, and it’s a chance to share your knowledge and help train your replacement.

Don’t forget – your co-workers are relying on you, and your work still counts. If you remain committed during your notice period, you show respect for your existing employer, colleagues, and the work you’ve produced together.

What’s more, leaving on a good note can lead to future opportunities or references. Even though you’re about to wave goodbye, be sure to work your notice period with professionalism and integrity – it’s a minor investment that can reap substantial gains in the future.

 

Prepare for an exit interview

An exit interview is a farewell discussion between you and your employer where you talk about your experiences and reasons for leaving. You also offer feedback to help both you and the company learn and grow.

Companies conduct exit interviews to receive constructive feedback when employees leave the company. While not every business does this, those that do gain valuable insight into what it’s like for workers at the firm.

Don’t be nervous about your exit interview – just be specific with your answers.

Since you’re leaving the company anyway, you can be honest about what you didn’t enjoy. That said, don’t burn any bridges with your feedback.

 

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Say farewell to colleagues

When the time comes to say goodbye to your co-workers, don’t forget to say thanks for the time you’ve shared.

If you want to stay in touch with your colleagues, swap contact details, and think about arranging a leaving do.

Alternatively, send a heartfelt message, just being yourself – doing so will leave a positive impression as you continue your career journey.

Saying goodbye to colleagues is beneficial for several professional reasons, including:

• Cultivating professional relationships – Saying goodbye helps keep those beneficial business connections.
• Future teamwork – Staying connected with colleagues opens doors for exciting opportunities and collaborations.
• Networking possibilities – Keeping good relations extends your professional network.
• References and recommendations – Positive connections with ex-co-workers can lead to glowing references and recommendations.