How to Resign Professionally: A Step-by-Step Guide

Resigning from a job—even one you want to leave—requires care. How you quit affects your professional reputation, references, and sometimes even your final paycheck. This guide walks you through resigning the right way.

Before You Resign

Make Sure You're Ready

Confirm your decision:

• Is this definitely what you want?
• Have you explored other options (transfer, raise negotiation)?
• Are you leaving for the right reasons?

Practical preparations:

• Ideally have new job secured
• Understand your financial runway if not
• Review any contracts or agreements
• Know your benefits (PTO payout, health insurance end date)

Know What You're Giving Up

Review before resigning:

• Unvested stock options or RSUs
• Upcoming bonus payouts
• Retirement plan vesting
• Accrued PTO (check state law on payout)
• Any deferred compensation

Timing considerations:

• End of vesting cliff?
• Annual bonus payment date?
• Benefits renewal timing?

Check Your Agreements

Review for restrictions:

• Non-compete clauses
• Non-solicitation agreements
• Intellectual property assignments
• Confidentiality obligations

Understand implications:

• What are you restricted from doing?
• For how long?
• In what geographic area?
• Are they enforceable in your state?

How Much Notice to Give

Standard Notice Periods

United States norms:

• Entry/mid-level: 2 weeks
• Senior level: 2-4 weeks
• Executive: 4+ weeks (or per contract)
• Some industries expect more (academia, healthcare)

Contractual Requirements

Check your contract for:

• Required notice period
• Penalties for insufficient notice
• "Garden leave" provisions
• Mandatory transition requirements

When to Give More

Consider longer notice if:

• You're in a critical role
• Complex handoff is needed
• You want to preserve the relationship
• Your contract requires it

When Less Is Acceptable

Shorter notice may be okay if:

• You're in a hostile environment
• Toxic boss or conditions
• New employer has urgent start date
• Position is easily backfilled

Be aware: Less than two weeks may burn bridges.

Having the Conversation

Who to Tell First

Always tell your direct manager first:

• In person or video call (preferred)
• Before telling anyone else
• Before sending written notice
• In private

Don't:

• Tell coworkers first (word spreads)
• Announce on social media
• Let your manager hear secondhand

How to Have the Talk

What to say:

1. Request a private meeting
2. Get to the point quickly
3. Be positive and professional
4. Provide your end date
5. Offer to help with transition

Sample script: "I wanted to let you know that I've decided to resign from my position. My last day will be [date—two weeks out]. I'm grateful for the opportunities here and want to ensure a smooth transition. How can I be most helpful in my remaining time?"

Common Responses

If they ask why:

• You don't owe details
• Keep it positive or vague
• "It's time for a new challenge"
• "An opportunity I couldn't pass up"

If they get upset:

• Stay calm and professional
• Don't engage in arguments
• Reaffirm your decision is final
• Keep it brief

If they make a counter-offer:

• Thank them for the offer
• Take time to consider if needed
• Know that most who accept counter-offers leave within a year anyway
• Your reasons for leaving probably won't change

What Not to Say

Avoid:

• Badmouthing the company
• Criticizing your boss
• Complaining about colleagues
• Saying you hate the job
• Threats or ultimatums
• "I might stay if..."

Writing Your Resignation Letter

Why You Need One

Even after the conversation, you need written notice for:

• HR documentation
• Clear record of your last day
• Professional closure
• Your own records

What to Include

Essential elements:

1. Statement that you're resigning
2. Your last day of work
3. Brief positive note (optional but good)
4. Offer to help with transition (optional)
5. Your signature

Keep it short and professional.

Sample Resignation Letter

Dear [Manager's Name],

I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name], effective [Last Day—typically two weeks out].

I am grateful for the opportunities I've had during my time here and appreciate the support you and the team have provided.

I am committed to ensuring a smooth transition and am happy to help train my replacement or document my responsibilities during my remaining time.

Thank you again for everything.

Sincerely,
[Your Name]
[Date]

What NOT to Include

Leave out:

• Reasons for leaving (not required)
• Criticism or complaints
• Details about new job
• Demands or conditions
• Emotional statements

Submitting Your Letter

How to deliver:

• Hand to manager after conversation
• Email to manager and HR
• Keep a copy for your records

Managing the Transition

What to Expect

Common scenarios:

They ask you to stay longer:

• Consider if you can accommodate
• Be clear about hard limits
• Get any extension in writing

They walk you out immediately:

• This happens, especially in competitive industries
• You're still owed pay through your notice period
• Stay professional regardless

They assign transition tasks:

• Do them thoroughly and professionally
• Create documentation
• Train replacement if possible

How to Leave Well

During your notice period:

• Work your normal hours
• Complete assigned tasks
• Document your work and processes
• Train colleagues/replacement
• Tie up loose ends
• Don't slack off

Create transition documents:

• List of ongoing projects and their status
• Key contacts and relationships
• Where to find important files
• Regular tasks and how to do them
• Outstanding issues or deadlines

What to Return

Company property:

• Laptop and equipment
• Keys and access cards
• Company credit cards
• Documents and files (company-owned)
• ID badge

What to Keep (Legally)

Personal items:

• Your personal files (that don't contain company IP)
• Contacts for your network (but check agreements)
• Records of your performance reviews
• Copies of policies (for reference)

Exit Interviews

Whether to Participate

Exit interviews are usually optional:

• Can be valuable for company
• Can help future employees
• But protect yourself first

How to Handle Them

If you choose to participate:

• Be honest but diplomatic
• Focus on constructive feedback
• Avoid personal attacks
• Don't say anything you'd regret

Sample diplomatic responses:

• "I appreciated the opportunity to work on [project]"
• "The culture could benefit from [general improvement]"
• "I wish there had been more [growth opportunity/communication/etc.]"

What not to say:

• Specific complaints about individuals
• Anything you wouldn't want shared
• Confidential information
• Emotional venting

Declining an Exit Interview

If you prefer not to:

• "Thank you, but I'd prefer not to participate"
• "I've shared feedback with my manager already"
• You don't need to explain further

Special Situations

Resigning Without New Job Lined Up

Consider carefully:

• How long can you afford to job search?
• Health insurance options (COBRA, marketplace)
• Impact on your resume
• Mental health considerations

Prepare before quitting:

• Build emergency fund (3-6 months)
• Line up health insurance
• Have job search plan ready

Emergency budget planning →

Resigning Due to Bad Conditions

If you're leaving because of:

• Harassment or discrimination
• Toxic environment
• Illegal activities

Document before leaving:

• Evidence of conditions
• Complaints you've made
• Responses received

This may support:

• Unemployment claim (constructive dismissal)
• Legal claims if applicable

Constructive dismissal →

Resigning While on a PIP

Think strategically:

• Resigning usually forfeits unemployment
• Being fired (even after PIP) may not
• Negotiate a mutual separation if possible
• Consider timing

PIP survival guide →

Resigning in Competitive Industries

In finance, tech, consulting:

• May be walked out same day
• Garden leave is common
• Have personal items ready to go
• Know this is normal, not personal

Remote Employee Resignation

Additional considerations:

• Video call with manager (not email/chat)
• Arrange to return equipment
• Digital handoffs and access transfer
• Clear transition documentation

After You Leave

Maintaining Relationships

Do:

• Connect on LinkedIn appropriately
• Thank people who helped you
• Stay in touch professionally
• Be gracious about the experience

Don't:

• Badmouth on social media
• Recruit aggressively from old employer
• Violate non-compete/non-solicit
• Burn bridges unnecessarily

Handling Reference Requests

Set yourself up:

• Ask trusted colleagues to be references
• Get LinkedIn recommendations before leaving
• Stay connected with good relationships

Updating Your Presence

After you've started new role:

• Update LinkedIn
• Update other professional profiles
• Notify your network

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Key Takeaways

1. Tell your manager first — In person before anyone else knows
2. Give appropriate notice — Two weeks minimum in most cases
3. Put it in writing — Short, professional, positive
4. Help with transition — Leave on the best terms possible
5. Don't burn bridges — You never know when paths will cross
6. Protect yourself — Know your rights and obligations
7. Stay professional — Until your very last minute

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Related Resources:

• Quitting vs Fired vs Laid Off →
• Unemployment After Quitting →
• Constructive Dismissal →
• PIP Survival Guide →
• Networking Guide →