How to Hand In Your Notice: A Guide to Leaving with Style and Professionalism
- VIGO
- Nov 12, 2024
- 4 min read
So, you’ve decided it’s time to move on – maybe a new opportunity has come along, or you just need a fresh start. Whatever the reason, handing in your notice is a big moment, and you want to do it right. Here’s a step-by-step guide on how to resign professionally, without burning bridges or creating unnecessary stress.
1. Prepare a Written Resignation Letter to hand in your notice!
Before you walk into any meetings, take some time to prepare a written resignation letter. Keep it concise, respectful, and positive. You don’t need to go into detail about why you’re leaving unless you want to, but it’s courteous to thank your employer for the experience. Here’s what to include:
Your notice period – State your last working day based on your contract’s notice period.
A thank-you note – Mention any positive aspects of your job or skills you’ve gained.
Offer to help with the transition – This shows goodwill and professionalism.
Example:
"Dear [Manager’s Name],Please accept this letter as formal notice of my resignation from my position at [Company], effective [last working day].I am grateful for the opportunities I’ve had here and want to thank you for the support you’ve provided. To ensure a smooth transition, I’m happy to help with any handover tasks as needed. Regards,[Your Name]"
2. Arrange a Face-to-Face Meeting (If Possible)
If you can, arrange a meeting with your manager to discuss your resignation in person. This is more professional than simply emailing your notice, and it gives you a chance to express your gratitude personally. Prepare for the meeting by thinking about what you want to say and any questions they may have.
Tips:
Keep your tone respectful and professional.
Refrain from criticising the company or your role, even if things weren’t ideal.
Be clear and direct but positive about your time there.
3. Decide How to Explain Your Decision
If your manager asks why you’re leaving, decide beforehand how much detail you want to share. It’s best to keep things brief and positive. If you’re leaving for a specific opportunity, simply saying “I have decided to take a new role that aligns with my career goals” can be enough. If you’re leaving for personal reasons, a short statement like, “I’m looking to focus on personal priorities” is professional and honest without going into too much detail.
4. Be Prepared for a Counteroffer
Your manager may try to counter your resignation with a better offer. If this is something you’d consider, think carefully about whether staying would actually make you happier long-term. Please also refer to our other post on why you shouldnt accept a counter offer! https://www.vigorecruitment.com/post/counter-offers-dont-be-fooled If you’re certain about leaving, you can thank them for the offer but politely decline.
Example:
"I appreciate the offer and am grateful for the opportunity, but I’ve made a firm decision to move on. Thank you so much for understanding."
5. Help with the Handover
To leave on a positive note, do your best to make the transition as smooth as possible. This includes:
Writing up a list of your key tasks, contacts, and any ongoing projects.
Offering to train your replacement if one is appointed before your last day.
Tidying up your files, clearing out your desk, and making sure your projects are up to date.
A thorough handover shows you’re leaving on good terms and appreciate the time spent in your role.
6. Maintain Professionalism During Your Notice Period
Once you’ve handed in your notice, it’s tempting to mentally check out, but professionalism until your last day matters. Keep giving your best effort, finish outstanding tasks, and keep up your usual standards. This leaves a positive impression that will be remembered long after you’ve gone.
7. Say Goodbye to Colleagues
Make sure you say goodbye to your colleagues, and if appropriate, send a short, friendly email to the team to let them know you’re leaving and where you’re going next. Mention how much you’ve enjoyed working with them, share contact details if you’re comfortable, and leave on a positive note.
Example:
"Hi Team, I wanted to let you all know that I’ll be leaving [Company] as of [last working day]. I’ve enjoyed working with each of you, and I hope we can stay in touch! You can find me at [contact details].Thank you all for the great memories and experiences – it’s been a pleasure! Warm regards,[Your Name]"
8. Prepare for the Exit Interview (If There Is One)
Many companies conduct exit interviews to gain feedback from employees. This is your chance to give constructive feedback – but keep it professional. Mention any positives and, if you choose to give constructive criticism, frame it diplomatically.
Good topics to mention:
Skills you gained and projects you enjoyed.
Constructive suggestions for improving the workplace.
Anything that’s genuinely been a positive part of your time there.
9. Don’t Look Back
Once you’ve handed in your notice, don’t overthink it. Even if it feels bittersweet, remember that change is part of growth. Focus on the excitement of your new opportunity and celebrate this new chapter!
In Summary
Handing in your notice is a big step, but handling it professionally helps to ensure you leave on good terms. When you resign with respect, grace, and gratitude, you build a positive reputation that follows you to your next role. Here’s to moving forward – and doing so with style!
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