No matter the industry or organisation, it often feels like there is rarely a good time to resign.There will always be a pending deadline, a customer deal to finalise, a product to launch, or a new system to implement regardless of any attempts to best manage the timing. You cannot avoid the stress which comes in delivering the news. Despite these challenges there is a way you can put yourself in a position to resign professionally, with grace, and show generosity.

Resignation letter

A letter of resignation acts as a legal document stating the date you want your notice period to begin. Draft a resignation letter, including your end date, which should be (based on your notice period). The letter, doesn’t have to be long, as a few paragraphs will suffice but be sure to extend your thanks for the experience you have gained and the support you have received.  Have the letter ready to go so that once you have resigned in person, you can send it to your manager via email. If you have changed any terms of your departure during the resignation conversation, amend the letter before sending it. 

The resignation conversation

Where possible, resign face to face. Set up a meeting with your manager, and be ready to tell them that you are resigning as soon as the conversation begins. Don't delay and avoid not getting to the point. Tell your manager that you are resigning, tell them what the role is and why it is a good move for you professionally. Avoid airing any grievances or frustrations which might have led to your decision. Instead focus on the positives, and take the opportunity to acknowledge what you’ve gained from the role and to thank them.

Confidentiality

Until you have been given the green light to share the news, keep it to yourself. During your resignation conversation discuss the internal communication plan and it’s timing so that all parties are clear on when to share the news of your departure. Your manager will want to advise human resources and will often need to advise their manager or other key stakeholders before any communications are made to the broader business. They may also want time to determine an interim plan or solution to include in the announcement. Allow your manager the appropriate time to determine the timing announcement of the communications.

Handover plan

Before you resign, consider your workload and how your departure will affect your team or business. You can map out an interim plan to discuss with your manager which the business could potentially implement on your departure. This could include a suggestion of how to allocate your workload between your colleagues, identifying someone internally who can step into your role on an interim basis or it might be a recommendation to bring in an external resource backed up with the rationale as to why also draw upon any succession plans you may have had in place.  Be sure to highlight that you are looking to bring solutions to the conversation for your manager. Whether these are implemented or not isn't the primary objective, what you are doing is demonstrating your level of care and commitment.

Notice Period

Be prepared to work out your full notice period. Often, as the notice period progresses, it can be difficult to continue to participate in certain meetings and projects due to confidentiality or conflict of interest. As it becomes apparent that you are no longer able to do your role or contribute in a meaningful way, you may wish to consider a conversation whereby you attempt to negotiate an earlier exit depending on your circumstances.

Your notice period is not a break between roles. You are being paid, so you do have to remain in your role for the full period. If you are unable to negotiate an earlier exit, ensure you find a way to be busy, engaged, and positive. It’s important to show your care and commitment by continuing to contribute up to the last minute.