Writing a Resignation Letter and Leaving Gracefully
Resign from your job and leave on good terms with a structured plan. Covers writing a professional resignation letter, having the conversation with your manager, managing your notice period, transitioning your work, and protecting your professional reputation.
Confirm your new offer in writing before giving notice
Never resign based on a verbal offer. Wait until you have a signed offer letter specifying start date, salary, title, benefits, and any sign-on bonus or relocation terms. If the new offer falls through after you have resigned, you may have no job at either company. Once you have the signed offer, confirm your start date allows for your notice period plus at least a few days off between jobs. Most companies expect you to give 2 weeks notice at your current job before starting.
Review your employment agreement for notice requirements and non-compete clauses
Check your employment contract or employee handbook for: required notice period (typically 2 weeks, but some contracts require 30-90 days for senior roles), non-compete clauses (may restrict your ability to work for competitors for 6-24 months within a geographic area), non-solicitation clauses (may restrict recruiting former colleagues or clients), intellectual property assignments, and any clawback provisions on bonuses or tuition reimbursement. If you have a non-compete, consult an employment attorney (many offer free 30-minute consultations) before resigning, as enforcement varies by state.
Gather personal files and contacts from your work accounts before resigning
Before you give notice, save any personal files stored on your work computer (personal documents, tax forms, photos), download your contact list from your work email and LinkedIn connections, and note any login credentials for personal accounts accessed through work devices. After resignation, some companies immediately revoke access to email, files, and systems (especially in competitive industries or if you are going to a competitor). Do not take proprietary company documents, client lists, or trade secrets, as this can result in legal action.
Write and Deliver Your Resignation
Tell your manager in person (or via video call) before submitting a written letter
Resigning via email without first speaking to your manager is considered unprofessional and can damage the relationship. Request a private meeting: I would like to schedule 15 minutes to discuss something important. In the meeting, be direct: I have accepted a position at another company, and my last day will be [date]. I am grateful for the opportunities I have had here and committed to a smooth transition during my notice period. Keep it brief, professional, and positive. Do not negotiate unless you genuinely would stay for a counter-offer (and most career advisors recommend against accepting counters).
Submit a formal resignation letter that is brief, professional, and positive
Your resignation letter should be 3-5 sentences maximum: state that you are resigning, your last day (two weeks from today's date), and a brief positive note about your experience. Do not include: reasons for leaving, complaints about the company, details about your new job, or anything negative. This letter becomes part of your permanent employment file and may be referenced in future background checks. Email it to your manager and HR after your in-person conversation. Keep a copy for your records.
Be prepared for three possible reactions: acceptance, counter-offer, or immediate departure
Most managers accept the resignation professionally. Some will make a counter-offer (higher salary, promotion, or other incentives). Studies show 50-80% of employees who accept counter-offers leave within 12 months anyway, because the underlying reasons for wanting to leave rarely change. Some companies, especially in finance or with competitive concerns, escort departing employees out immediately (you are paid for the notice period but not allowed to work). Be prepared for any scenario. If escorted out, remain calm and professional. It is a company policy, not personal.
During Your Notice Period
Create a transition document listing all your responsibilities, ongoing projects, and key contacts
Write a comprehensive handover document covering: all your current projects and their status, recurring tasks and their schedules, key contacts (internal and external) and their roles, passwords and access credentials for shared accounts (stored securely), locations of important files and documents, and any known issues or upcoming deadlines. This document is your legacy. A thorough handover is the single most impactful thing you can do during your notice period to protect your professional reputation and help your team.
Train your replacement or the person absorbing your responsibilities
If a replacement has been identified, schedule 2-3 training sessions covering your core responsibilities. If no replacement exists, brief 2-3 colleagues on the most critical aspects of your role. Prioritize knowledge that exists only in your head (undocumented processes, client relationship nuances, institutional knowledge). Offer to be available for questions after you leave for a limited time (1-2 weeks is reasonable). This generosity costs you little and generates significant goodwill.
Maintain full effort and professionalism through your last day
The temptation to coast during your notice period is strong, but your last 2 weeks shape your lasting impression. Continue meeting deadlines, attending meetings, and being responsive. Do not badmouth the company, your manager, or colleagues. Do not try to recruit coworkers to your new company during your notice period (this violates most employment agreements and burns bridges). The professional world is smaller than you think, and you will encounter these people again in your career.
Your Last Day and Beyond
Return all company property and complete exit paperwork
Return: laptop, phone, badge, keys, parking pass, company credit cards, and any other company property. Complete all exit paperwork including: benefits continuation forms (COBRA election for health insurance, typically 60 days to decide), 401k rollover information, final expense reports, and any exit interview forms. Ask HR when your final paycheck will arrive (some states require it on the last day, others within 30 days) and confirm it includes unused PTO payout if applicable (check your state law and company policy).
Send a brief, gracious goodbye message to close colleagues
On your last day, send a short email to your immediate team and close colleagues: It has been a pleasure working with all of you. I have learned a great deal and am grateful for the experience. Please stay in touch. Include your personal email and LinkedIn profile. Do not send a company-wide email unless it is standard practice at your organization. Keep the message positive and forward-looking. Do not include critiques, inside jokes that could be misinterpreted, or details about your new role. This message often gets forwarded beyond your intended audience.
Connect with key colleagues on LinkedIn and maintain the relationships
Send LinkedIn connection requests to colleagues you want to stay in touch with, adding a brief personal note. Professional relationships from previous jobs are among the most valuable career assets. Former colleagues become future clients, referrals, references, and collaborators. Touch base with key contacts 1-2 times per year (congratulate on promotions, share relevant articles, or suggest coffee). The 5-10 minutes spent maintaining these relationships pays dividends throughout your career. This guide is informational only, not career or legal advice.
Frequently Asked Questions
How much notice should I give when resigning?
Two weeks is the standard in the United States for most roles. Senior executives, directors, and specialized roles may require 30-90 days per their employment contract. Some industries (finance, consulting) expect 2-4 weeks. Check your employment agreement for specific requirements. Giving less than 2 weeks burns bridges and may result in being marked as ineligible for rehire. Giving more than required (3-4 weeks for complex roles) is generous but not required. Your new employer will typically accommodate a standard notice period.
Should I accept a counter-offer from my current employer?
Career experts generally advise against accepting counter-offers. Data shows 50-80% of employees who accept counter-offers leave within 12 months because the underlying issues (limited growth, cultural fit, management problems) rarely change with a salary increase. Accepting a counter-offer can also damage trust: your employer now knows you were looking to leave. However, there are exceptions: if the counter-offer addresses your specific concerns (promotion, role change, not just money) and you genuinely prefer to stay, it can work. The key question: would you have wanted this offer without the resignation forcing it?
What should I say in an exit interview?
Be honest but diplomatic. Focus on constructive feedback rather than complaints. Good exit interview responses: I learned a lot about [specific skill] and am grateful for the mentorship from [specific person]. An area for improvement might be [specific, constructive suggestion]. Avoid: personal attacks on colleagues or management, airing every grievance from your tenure, or burning bridges. Your feedback may be shared with your former manager. Keep it professional and forward-looking. If you have serious concerns (harassment, discrimination, safety issues), document them separately and consider consulting legal counsel.
What if my employer asks me to leave immediately after I resign?
Some companies have a policy of immediate departure after resignation, especially in competitive industries, roles with access to sensitive data, or when you are leaving for a direct competitor. This is called garden leave or pay in lieu of notice. You should be paid for your full notice period even if you are asked to leave immediately. If they do not pay you for the notice period, you may have a claim depending on your state law and employment agreement. Pack personal items discreetly before giving notice if you suspect this may happen. Remain calm and professional if escorted out.