Resignation: a single word that carries weighty implications in the professional world.
Whether prompted by a new opportunity, the pursuit of long-term goals, or the desire for a fresh start, deciding to leave a job is one of the most pivotal moments in an employee’s professional journey.
It’s a delicate dance—balancing timing, tact, and transparency—to ensure your departure is as seamless as possible.
Leaving gracefully isn’t just about maintaining decorum. It’s about protecting your professional reputation, preserving relationships, and setting the stage for opportunities that may emerge in the future.
Here’s how to master this transition.
Timing is key
According to Jane Mutisya, Managing Director of Career Management Centre, the first step in resigning is to prioritise timing.
“Secure a meeting with your boss first,” she advises. “It’s disrespectful for your boss to hear about your departure from anyone else.”
Scheduling a meeting ensures the news is delivered formally and professionally. Casual mentions in the corridor or during an unplanned moment should be avoided. As Ms Mutisya puts it: “Request a proper appointment. This shows respect for their role and the organisation.”
When the moment comes, it’s important to begin on a positive note. Gratitude sets the tone for a constructive conversation.
Ms Mutisya suggests a thoughtful opening, such as: “Thank you for the opportunity to work here over the past three years. I’ve grown immensely in this role and have enjoyed being part of the team. That said, I feel it’s time for my next growth phase, and I wanted to inform you that I am resigning to take up a new role with ABCD Company.”
This approach not only acknowledges your boss’s contributions to your career but also conveys your decision with clarity.
Counteroffers: Proceed with caution
While some employers may immediately start discussing transition plans, others might present a counteroffer. It’s a gesture that can complicate matters if not handled wisely.
Ms Mutisya warns against making decisions based on verbal assurances.
“Don’t quit based on a promise that isn’t in writing,” she says. “Employers can change their minds, leaving you in an awkward position. For instance, a manager may promise you a raise or promotion, but after a leadership meeting, plans can shift. Always insist on documentation before considering a counteroffer.”
Taking time to evaluate the offer against your long-term goals is equally critical. Is the counteroffer a solution to what motivated your departure, or a short-term incentive to stay? These are questions worth reflecting on before committing.
Managing emotional reactions
Resignations can evoke a range of emotions from managers. Some may react with understanding and support, while others could display disappointment or even hostility. Being prepared for such responses is essential.
“Many bosses overreact when employees resign,” observes Ms Mutisya. “They may feel betrayed or worry about the vacancy you’ll leave behind. As the employee, your role is to remain positive and composed. Words like, ‘I know this might be disappointing, but I’m committed to supporting the transition by doing a thorough handover or training my replacement,’ can go a long way.”
If your boss reacts negatively, however, it’s important not to engage in heated exchanges. “Be the bigger person,” Ms Mutisya advises.
Should you prepare a script?
Resigning can be nerve-wracking, leading some to consider scripting their conversations. Kevin Kadipo, a Human Resource practitioner, discourages this approach.
“Let the conversation flow naturally,” he advises. “Your boss is human too. They’ll appreciate your authenticity and sincerity.”
That said, preparation isn’t entirely unnecessary. Familiarise yourself with key points to communicate—your gratitude, your reason for leaving, and your proposed transition plan. But leave room for a two-way conversation.
“Allow your boss to express their thoughts and engage in the dialogue,” Mr Kadipo emphasises.
Discretion is crucial
One of the most sensitive aspects of resignation is how much to share about your next employer. While transparency can foster trust, oversharing can lead to complications.
Mr Kadipo advises employees to exercise caution. “Even with a supportive boss, keep the details confidential and request they do the same. Not everyone needs to know where you’re going or why.”
For colleagues, he suggests similar discretion. “Avoid revealing too much, even when tempted by well-meaning coworkers. A simple, ‘I’ll share more details once I’ve settled in my new role,’ suffices. This protects you from potential workplace sabotage during your notice period.”
If pressed, a polite white lie can be a practical solution.
“You don’t owe everyone the full story, and vague responses can prevent unnecessary drama,” Mr Kadipo explains.
Formalising the resignation
After the conversation with your boss, it’s time to put your decision in writing. Mr Kadipo stresses the importance of prompt formalisation.
“Draft your resignation letter immediately and deliver it as a signed, hard copy to HR. Delays between your conversation and official notice can lead to speculation, which might complicate your final days in the role.”
He also recommends utilising any remaining leave days during your notice period. “This helps minimise workplace friction and ensures you leave on a positive note,” Mr Kadipo concludes.
