- You will learn a clear, respectful process for how to resign from job while protecting your reputation and finances.
- You will prepare a simple resignation letter and a short script for the conversation with your manager.
- You will handle notice periods, final pay, and a transition plan so your departure is smooth and professional.
- You will know how to respond to counteroffers and preserve relationships for future references.
Leaving a job can feel stressful, but a clear plan makes the process manageable and respectful for everyone. This guide on how to resign from job walks you through each practical step, from preparation to handing off your work and closing out pay and benefits. Follow these steps to leave on good terms and protect your professional reputation.
Step-by-Step Guide
Decide your reason and timing for how to resign from job
Decide why you are leaving and set a realistic timeline before you announce anything. Knowing your reason helps you explain the move calmly, and deciding the date in advance lets you plan notice, benefits, and any personal logistics.
Check your employment contract and company policy to confirm required notice periods, unused vacation payout rules, and any clauses about final pay or noncompete agreements. If you must give two weeks notice or something longer, mark it on your calendar and build a simple timeline that includes when you will tell your manager and when you will hand off work.
Avoid announcing your move publicly before speaking with your manager unless you have a safety concern, because early posts can complicate your exit. If you have urgent personal reasons to leave immediately, prepare documentation and be ready to explain the situation when you speak with HR or your supervisor.
- Read your signed offer letter or employee handbook to confirm notice period and severance terms.
- Choose a resignation date that gives your team at least two weeks to plan handoffs, if possible.
- If you are concerned about references, check whether your company provides standard reference policies before you leave.
Prepare your resignation letter and keep it concise
Write a short, professional resignation letter that states your intent, your last working day, and offers to help with the transition. A clear written record protects you and helps HR start paperwork, so include the essential facts without emotional commentary.
Use a simple format: opening line that says you resign, a line with your final date, and a closing line offering assistance with transition and gratitude for the opportunity. For example, “I am writing to resign from my position as Marketing Coordinator, effective May 15, 2026.
I am grateful for the opportunities here and I will help ensure a smooth handoff of my responsibilities. ” Save the letter as a PDF for HR and keep a dated copy.
Avoid listing complaints or long explanations in the letter, because a resignation letter becomes part of your personnel record. If you want to give feedback, plan a separate, constructive conversation with HR after you submit your resignation.
- Save the letter with a clear filename like Firstname_Lastname_Resignation.pdf for HR records.
- Keep tone neutral and brief; one short paragraph for intent and one for thanks and transition is enough.
- If you expect a counteroffer, state your last day clearly to reduce ambiguity.
Tell your manager in person or by video call
Request a private meeting with your manager to deliver the news before emailing the team, because direct conversations show respect and reduce rumor. Plan a short script so you stay calm, such as “I have decided to resign from my role, and my last day will be [date].
I can help with the transition over the next [notice period].
Start the meeting by saying your decision, hand over the resignation letter, and outline your proposed transition plan including critical tasks and people to contact. Keep the discussion professional, answer questions honestly but briefly, and avoid blaming colleagues or management.
If an in-person chat is impossible, use a video call rather than chat or email to deliver the news, and follow up immediately with your resignation letter by email to HR and your manager. Expect some initial surprise or questions and plan to repeat the key facts so there is no confusion about dates and responsibilities.
- Practice your script out loud once or twice so you can stay composed during the meeting.
- Bring a printed copy of your resignation letter to hand to your manager after you speak.
- If you report to multiple leaders, tell your direct manager first and let them coordinate next steps.
Create a practical transition plan and handoff document
Prepare a one-page handoff that lists your active projects, key contacts, logins or documentation locations, and next steps for each item. This helps your manager assign work and shows you are leaving responsibly, which protects references and team workflows.
Set up calendar time to walk a colleague or replacement through priority tasks, update status in shared trackers, and leave concise how-to notes for recurring work. Include access details and deadlines, and highlight any outstanding decisions that need input from leadership.
Avoid dumping unfinished, disorganized work on your team; instead prioritize what must be completed before you leave and what can be paused or reassigned. If you cannot finish everything, clearly mark who should take over and list short, actionable next steps to reduce confusion after your exit.
- Create a shared folder named Resignation_Handoff with labeled files so replacements can find documents quickly.
- Block two hours in your calendar for a handoff meeting and invite the people who will take over tasks.
- List three immediate next actions for each project so work can continue without waiting for your return.
Handle logistics, respond to counteroffers, and leave professionally
Confirm final pay, unused vacation payout, benefits end date, and any returned property requirements with HR before your last day. Knowing these details prevents surprises and allows you to plan health insurance, retirement contributions, and final expense reimbursements.
If you receive a counteroffer, evaluate it against your reasons for leaving such as career growth, role fit, and long-term goals, instead of focusing only on salary. Politely decline or accept in writing, and if you accept changes, get any new agreement in writing before rescinding your resignation.
On your final day, say thank you to teammates, clear personal items, and leave contact details for future reference when appropriate. Stay professional in exit interviews and online, because how you exit often shapes future references and networking opportunities.
- Ask HR for a document that lists your final pay and any benefits continuation details in writing.
- If you accept a counteroffer, request a written amendment to your employment agreement to avoid misunderstandings.
- Update your voicemail and email auto-reply with a brief message and a professional personal contact method if you want future contacts.
Common Mistakes to Avoid
Pro Tips from Experts
Keep a brief resignation script in your notes and rehearse it so you can speak calmly and clearly when you meet your manager.
Use a checklist for offboarding tasks that includes IT account deactivation, expense reimbursement, benefits handover, and reference requests to avoid last-minute issues.
Ask for a written reference or LinkedIn recommendation before you leave, while relationships are still fresh, and offer to reciprocate when appropriate.
Leaving a job thoughtfully protects your finances, relationships, and career momentum, and a clear plan makes the process less stressful. Follow these steps to decide, announce, hand off your work, and handle logistics so you can move on professionally and confidently.
Take the next step by drafting your resignation letter and scheduling the conversation with your manager today.
Overview: A practical approach to resigning well
Leaving a job professionally preserves reputation and reduces friction. Follow a clear timeline: give 2 weeks' notice for most individual contributor roles, 4 weeks for people managers, and 30–90 days for executives or roles tied to long projects.
Before you speak to your boss, complete three prep steps: 1) write a short resignation letter stating your last day (3–5 sentences); 2) draft a one-page transition plan that lists 5–10 key responsibilities, current status, and who could take them on; 3) backup and secure personal files and clear proprietary data according to company policy.
When you meet your manager, use a brief script: "I have decided to resign. My last day will be [date].
I’ve prepared a handover and I’m committed to making the transition smooth. " Follow with the written notice.
After informing your manager, notify HR about benefits, final pay, unused PTO payout, and any required exit paperwork.
Anticipate a counteroffer and decide in advance whether compensation, title, or other changes would change your decision. Keep conversations factual and courteous; don’t vent about colleagues or internal issues.
In your final week, train the person taking over and send a concise handoff email listing outstanding tasks and critical login information (use secure channels).
Actionable takeaway: prepare your resignation letter and a one-page transition plan before you speak to your manager.
Key subtopics to handle when you resign
Notice period and timing
- •Confirm your required notice in your employment contract or handbook (2 weeks is common). For project-heavy roles, plan 30–60 days to finish or hand off deliverables. If you must leave sooner, offer remote support for a fixed period (e.g., 10 hours/week for 2 weeks).
Resignation letter and email
- •Keep it concise: statement of resignation + last working day + brief thanks. Example subject: "Resignation — Jane Doe — Last day June 30." Save file as "JaneDoe_Resignation_2026-06-30.pdf" for records.
Manager conversation
- •Schedule a private 15–20 minute meeting. Use the script: "I wanted to tell you in person that I’m resigning; my last day is [date]. I’ve prepared a handover and will help train my successor."
Transition plan and handoff
- •Create a table with 6 columns: Task, Current Status (%), Owner, Time Estimate (hrs), Dependencies, Notes. Include 5–10 priority items and estimate total hours to transfer (e.g., 20–40 hrs).
HR, benefits, and payroll
- •Ask HR for: final paycheck date, PTO payout policy, health insurance end date, and 401(k) options. Document the answers in writing.
Exit interview and references
- •Be factual and constructive in exit interviews. Ask managers if they’ll serve as references; get permissions for specific contact details.
Actionable takeaway: pick the top 3 priorities to document in your handoff and estimate hours to complete each.
Practical templates and resources to use now
Resignation templates you can copy
- •Short resignation email (subject line + body):
- •Subject: "Resignation — [Your Name] — Last day [Date]"
- •Body: "Dear [Manager], I am resigning from my position as [Title], with my last day on [Date]. Thank you for the opportunity to work with the team. I will complete a transition plan and help train my replacement. Sincerely, [Your Name]"
- •In-person script: "I wanted to let you know I’ve accepted another opportunity and will be leaving. My last day is [Date]. I’ve prepared a handoff and will help with training."
Handover checklist (quick)
- •List 5–10 priority projects
- •State current status and immediate next steps
- •Attach passwords/tools (use a password manager)
- •Schedule 2–3 shadowing sessions
Where to get formal guidance
- •HR handbook or company intranet for PTO and final paycheck rules
- •State labor department pages for local final-pay rules (search "[Your State] final paycheck rules")
- •SHRM articles and template libraries for sample letters and negotiation scripts
- •Consult an employment attorney or local legal clinic if you have a non-compete, contract terms, or concerns about severance
Networking and post-exit steps
- •Ask 2–3 colleagues for LinkedIn recommendations before you leave; send a brief template: "Would you be willing to write a 2–3 sentence recommendation focused on [skill]–
- •Archive performance reviews and contacts in one folder for future reference
Actionable takeaway: save the three templates above in a folder and email your manager the resignation letter after your conversation.