How to quit your job in a professional way

If you’ve reached the peak at your current job or fancy something new, you may be stressing about how to share this news. How do you quit your job professionally? There’s definitely a right – and  wrong – way to do it. If you’re receiving signs to quit your job and are certain it’s time to move on, you need to follow the right procedure. Let’s look at how to properly quit your job.

1. Speak to HR or your manager 

You might be ready to pen that simple resignation letter and walk straight out the door, but before you do, you need to know the protocol of how to quit your job. 

The first step is to arrange a formal meeting with either the HR department or your manager. During this face-to-face, explain you’re ready to leave, and clarify the process, i.e. your notice period and your resignation letter recipient. 

While it may be awkward having this conversation, keep in mind it’s not an emotional move. Gone are the days when employees stayed at the same firm for the whole of their working life. There’s much more flexibility in the workplace nowadays, so it’s completely normal to want to get more from employers, and go on to bigger and better things.

2. Write your resignation letter 

Once you’ve spoken to the right person and know the lay of the land, the next step is to compile a good resignation letter which formally states your intention to leave your current position. As a general guide, you should include the date of your notice, your last day of work, a thank you sentence, and your handover plan.

You don’t have to state why you’re leaving, though you may want to. For example, if you’re relocating or moving jobs to be closer to family, you could say that. You should also be clear that you’re grateful for everything you’ve learned at the company.

Top tip: You don’t need to give a hundred and one reasons as to why you’re resigning – that’s not the point of the letter. Over-explaining your decision is unnecessary. Instead, keep the letter short and sweet, and, most importantly, professional. 

3. Prepare yourself for a counteroffer

Chances are, your current employer won’t want to let you go without a fight. If you’re worth your weight in gold, they’ll want to hold onto you. For that reason, be prepared for a counteroffer.

Top tip: Before handing in your resignation, consider how you will handle this situation. Is there any wiggle room? Would the right pay rise sway you? Does this fit with your long-term career goals? Knowing where you stand before it happens will help you make the right decision. 

If you’re 100% sure that you want to make the move, stick to your guns. Don’t let any figures sway your decision and make you compromise your ideals – you might just end up regretting it. But should a magic number do the trick, have it in mind beforehand. That way, you’ll know what you're looking for in an offer.

4. Ensure a smooth handover

Losing an employee is tough on any business. If you’re integral to the day-to-day running of the company, your manager may struggle to fill your boots. In some cases, they may appoint another team member to temporarily take over your role.

A vital piece of advice on how to quit your job professionally is to never leave your team scrambling to fill the gap. To keep good relations with your soon-to-be ex-team, it’s best to make the handover as smooth as possible. Here’s what you need to do: 

Share day-to-day tasks 

Show the person taking over what your average day looks like. Sharing your calendar or holding a one-on-one meeting to go over things will help. Be as clear as you can be about your daily duties, and let them know which parts of your job are a priority. 

Update them on any projects

You probably have a few things in the pipeline, so inform your colleague on the status of each project, and how you intend to leave it. Provide them with all the details of your project management activities ahead of time so it will be easier for them to pick up where you left off.

Give them the inside scoop 

Next, the red tape. Make sure the person taking over your role has everything they need from you. We’re talking passwords, workflow systems, accounts… all of the boring stuff that you don’t think twice about.

Top tip: Break everything down into simple steps. Remember, this person is stepping into your shoes without any knowledge of what you do each day.

5. Keep things sweet with the team

You might be leaving but that doesn't mean you’ll never see your old colleagues again. There’s a lot of value in staying sweet with your team and, more importantly, your manager. You never know what opportunities will come your way further on in your career. 

For example, a co-worker may end up as a hiring manager in a company you’re desperate to work for. It happens. With that in mind, you want to leave the best impression on everyone when you go. 

Whatever notice you have to work, make sure you’re on top form during those last weeks or months. It will be tempting to let things slide, but doing that will let down the rest of the team, and shine a less-than-positive light on you. Keep working hard right up to your very last day of work, and you can be sure that your team will thank you.

Top tip: Writing a heartfelt farewell message to colleagues will earn you loads of brownie points.

The dos and don’ts of how to quit your job

When deciding how to quit your job, it’s important to be mindful of your motivations and approach so you can leave on good terms and with zero regrets. Here are some tips:

• Do resign for the right reason – if you’ve had an incredible offer, it’s probably worth it. If you’re experiencing burnout symptoms and you think quitting will help, it’s best to speak to your manager first.

• Don’t blab to colleagues beforehand – it’s unprofessional and could jeopardise the good working relationship you’ve built up with the company. It must be your manager that you inform first.

• Do discuss how to quit your job with family and friends – it’s a big change and talking it through with those you trust will clarify your thoughts.

• Don’t do anything impulsive – it’s best to mull it over for weeks, even months, as this will solidify your decision so you’ll know it’s the right one in the end.

• Do ensure any new job offer is in the bag – you don’t want to hand in your notice only for your newly accepted job offer to fall through.

Move on with confidence

You’ve learned how to quit your job. If you want something new, there’s no time like the present. Prepare for a successful job search to spruce up your application now. Short on time? Get a professional CV rewrite – you never know when the door to a new opportunity will open. 

Now that you know how to quit your job, before handing in your notice, ensure that your CV is ready for the task ahead with a free review from TopCV. Best of luck!

This article was originally written by Charlotte Grainger and has been updated by Elizabeth Openshaw.

Recommended reading:

• Should I quit my job? Top 8 reasons to resign

• Should I go back to my old job? Weighing the pros & cons

• Employee benefits: what to keep in mind throughout your job search