Resignation is not just a career step. It is a moment, and often, an emotional one.
You are moving towards something new but also walking away from the known: colleagues you like, habits you have formed, a title you are used to. Even when the decision feels right, the process can feel awkward, uncertain, or overwhelming. That is because most people are not sure how to resign. They just get told to “be professional” or “give two weeks’ notice.”
But a good resignation is not just about formality, it is about timing, communication, boundaries, and grace. And it is worth doing well.
This guide walks you through it step-by-step with realistic advice and recruiter-backed insight based on thousands of resignations we have seen (the smooth ones, the messy ones, and everything in between).
Step 1: Make sure you are really ready
Before you type that letter, before you tell a single colleague, pause.
Are you prepared, not just emotionally, but practically?
Is your new offer confirmed in writing?
Do you have a start date, visa status, and onboarding timeline locked in?
Have you reviewed bonus cycles, tax implications, or unfinished projects?
Are you clear on why you are leaving, and what you are moving towards?
Too often, candidates resign while still waiting for approval or paperwork. Or they do it in frustration, before they have had a clear exit strategy.
A recruiter can help you sense-check all of this. We are ere to make sure you are stepping into a new role, not into uncertainty. That is part of our job, and we take it seriously.
Step 2: Choose your timing carefully
There is never a perfect moment, but there are smarter ones.
The timing of your resignation an affect the tone of your conversation, the relationships you leave behind, and even how you are remembered.
Is your manager currently travelling or under pressure?
Will your notice period fall during a peak business cycle or right before holidays?
Have you given yourself enough time to wrap things up professionally?
Think about the bigger picture. In some cases, we advise candidates to wait a few days, not to stall, but to align things in a way that sets you up for a smoother conversation and a stronger transition.
Step 3: Plan the conversation, not just the letter
Resignation letters matter, but the conversation is what people remember.
And for many candidates, it is the hardest part. How do you tell someone you are leaving, especially if you have had a good relationship, or if things feel tense?
There is no one-size-fits-all approach. The key is to plan what you want to say, not just what you want to send.
Keep it short, clear, and calm. Do not over-explain. Do not apologise unnecessarily, and if emotions start to rise, stay grounded in your decision.
What to say and watch for in different resignation situations
1. Supportive Manager/Healthy Culture
Scenario: Your manager has been fair, communicative, and invested in your growth. You may feel a sense of guilt or loyalty, but you are leaving on good terms.
What to be mindful of: Keep the tone warm, but clear. Do not get pulled into “you’ve been so great, I feel bad for leaving”. Stay focused on appreciation and direction.
“Thank you for taking the time. This was not an easy decision. I’ve really valued being part of this team and I’ve learned a lot under your leadership. But after a lot of thought, I’ve accepted a new opportunity that aligns with my next step. I’ll be submitting my resignation today and will do everything I can to make this transition as smooth as possible.”
2. Distant or Disengaged Manager
Scenario: You do not have a close relationship with your manager. They may be hands-off, rarely give feedback, or keep things strictly task based. Your resignation may not trigger much emotional response, but it still matters how you show up.
What to be mindful of: No need for emotional framing or lengthy thank-you. But do not check out either. Use this as a moment to show maturity, professionalism, and closure, even if the connection was not deep enough.
“Thank you for the opportunity to contribute here. I wanted to let you know I’ve accepted a new opportunity and will be submitting my resignation today. I’ll ensure my handover is complete before my last day and will document anything needed for the team.”
3. Emotionally Reactive/Controlling Manager
Scenario: Your manager has a tendency to take things personally or respond with guilt-tripping, emotional appeals, or even pressure. You expect some pushbacks.
What to be mindful of: Stay calm and firm. Do not over-explain. Resist being drawn into a long discussion or debate. Signal that your decision is already made and thought-through.
“Thank you very much for making the time. This decision did not come lightly. I’ve taken the time to reflect and made sure everything was in place before moving forward. I’ve accepted another opportunity and will be submitting my resignation today. I’ll focus on making the transition respectful and complete, and I hope we can wrap things up on a positive note.”
4. Remote Resignation
Scenario: You are working remotely or hybrid and can’t deliver the news in person. This can make the message feel colder than intended, especially if trust was built virtually.
What to be mindful of: Acknowledge the medium (video or phone). Be direct but add a line that reinforces your appreciation and intention to leave things properly.
“I wish we could speak in person, but I wanted to let you know directly – I’ve accepted a new opportunity and will be submitting my resignation today. I really appreciate the support I’ve received here, and I’ll do everything I can to ensure a smooth handover.”
5. Resigning Shortly After Joining
Scenario: You have only been in the role a short time and realised the scope or the environment is not the right fit, whether due to misalignment, clarity, or expectations after joining.
What to be mindful of: A short tenure can raise concerns, so be direct but tactful. Acknowledge the timing, show appreciation, and focus on responsibility. Do not make it about blame, just fit.
“Thank you very much for this opportunity and for the support since I joined. After gaining more clarity on the day-to-day scope, I’ve realised the role is not the best fit for my strengths or direction. I’ve decided to accept another opportunity and will be submitting my resignation today. I will make sure the handover is clear and completed properly.”
Whatever your situation, do not feel pressured to answer everything in the moment. If you are asked, “Where are you going?” or “Can we change your mind?” – it is okay to pause.
“I appreciate your questions. Let me take a little time to reflect and I’ll follow up.”
If you are working with a recruiter, we can help you prepare for this conversation or even talk through it afterward. You do not need to go in alone, especially if the dynamic feels complicated.
Step 4: Expect emotions and stay grounded
Resignations can stir up a lot. Some managers are supportive, some are not. Some colleagues surprise you and others go quiet.
Do not take it personally. And do not overreact if you sense discomfort, disappointment, or even guilt-tripping.
Here is what we have seen:
Managers who feel blindsided may push for more information.
Colleagues may interpret your move as a judgement on the company.
You might be made to feel like you are “abandoning the team.”
Breathe. Stay grounded and focus on the facts. You are not leaving against anyone; you are moving towards what is next for you.
And if the conversation does become difficult, we are here to help you debrief and decide how to handle things professionally. That is part of what recruiters do behind the scenes, we are not just involved until the offer, but through the transition too.
Step 5: Do not let a counter-offer cloud your decision
You resign, and suddenly there is an offer to stay. More money, promotion, flexibility, promises. It is tempting but it is rarely the full picture. Most counter-offers address symptoms, not causes:
A salary bump does not change team dynamics
A title upgrade will not fix long-term burnout
A last-minute promise often comes too late
Statistically, most people who accept a counter-offer end up leaving within six months anyway. And sometimes, staying affects your internal reputation.
If you are unsure, talk it through. We have guided many candidates through counter-offer decisions, helping them weigh what is real, what is reactive, and what is truly aligned with their goals.
Step 6: Finish well
The way you leave shapes how you are remembered, and often, the references you will carry forward.
Even if you are mentally checked out, resist the urge to coast. This is your chance to show maturity and integrity.
Propose a transition plan
Leave behind documentation or guides
Thank the people who helped you grow
Send a farewell message that is professional, warm, and brief.
And yes, keep a copy of key contacts, achievements, and projects (within company policy). You will thank yourself later.
Step 7: What happens after you leave
You might feel relief. You might feel doubt. You might miss certain colleagues or routines. That is normal.
Leaving a job, even for a better one, is a kind of shift. Give yourself time to adjust.
A few practical tips:
Update LinkedIn after your first day in the new role
Reconfirm logistics with your new employer a few days before joining
Send a short thank you message to anyone who supported you
Leave the door open, even if you do not plan to return
And if something unexpected happens – delays, last-minute changes, or second thoughts, reach out. As recruiters, we have helped people through every kind of post-resignation wobble. You do not have to figure it out alone.
Closing thoughts
Resignation rarely feels simple. Sometimes it is exciting. Sometimes it is awkward. Sometimes it is a mix of relief, guilt, uncertainty, or all of the above.
But how you handle it, the conversations, the transition, the tone, says a lot about your professionalism, and your direction. You do not have to get every word right. You just have to be clear, respectful and prepared to move forward with purpose.
If you are navigating this step, or even just thinking about it, reach out to our consultants. We have helped many professionals through all kinds of resignations, and we are here to support yours too.