For whatever reason you leave your job – whether you’ve found something else, or whether you’ve been laid off – it’s important to leave with dignity and professionalism. The reason for this is simple: you never know when you might work with the same people again, or when you might need a good reference.

So here are some guidelines for what to do, say and write when you leave your job.

1. Respect the hierarchy of your company.
Tell your boss first, then his / her superiors, then your close colleagues.
“I’ve decided to leave….”
“I’ve been offered a job with X company which I’ve decided to take.”

2. Give the correct amount of notice to your company.
“So I’d like to give you the two weeks’ (or four weeks’) notice.”
“I’ve told the other company that I need to give you four weeks’ notice.

(Remember that the company you’re leaving might want you to leave immediately if you deal with confidential information, or if you’re leaving to join a competitor.)

3. Write an official standard letter of resignation. (see below)

4. Make a list of your ongoing projects, and review them with your line manager.
“Can we make a time to discuss all my ongoing projects?”
“There are a number of outstanding projects that I’d like to discuss with you. When would be a good time?”
“To make sure everything is handed over properly, I’d like to make a time to review all my projects with you.”

5. Help your replacement.
Provide a list of all your projects and their status, and make sure your replacement has everything he / she needs to continue the job. If your notice period overlaps, you can also help train your replacement.

Official resignation letter sample

Dear (manager’s name)

I am writing to give official notice of my resignation from the post of (name the post).

As the notice period is (two weeks / four weeks / two months) I expect to be working until (give date).

In this time I will do my utmost to ensure a smooth transition period with my replacement, and to hand over any outstanding projects.

I have greatly enjoyed my time with (X company) and to have worked with you.

I wish the company and employees every success in the future.

Yours sincerely

(your name)

Email to colleagues
You can also write a brief, courteous email to your colleagues a day or so before you leave if they don’t already know you are going.

Example 1
This is just to let you know that I’m leaving my job on…. to take up a new post at …..

I’ve really enjoyed working with you and hope that our paths cross again.

You can contact me on (tel) and (private email).

Wishing you all every success in the future

(your first name)

Example 2
As you probably know, I’m leaving (name of company) on Friday, and I just wanted to thank you all for your help and support while I’ve been here. I’ve learned a lot about (industry sector) while I’ve been here, and I’ve really enjoyed working with you. I hope we can keep in contact in the future.

With best wishes
(your first name)