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Timing and Tact: The Best Strategies for Handing in Your Notice

Timing and Tact: The Best Strategies for Handing in Your Notice

There are many reasons why you might leave your current position. You could be moving, your circumstances might change or you might get a new job. Whatever the reason, it's best to handle the process professionally and with some consideration for your employer. 

While you might be eager to move on to your next step, it's important to end your current role on a positive note first. That's easy to achieve with a little bit of effort and know-how. We're looking at how to hand in your notice, the best way to approach it and the things it's best to avoid. 

Write a Resignation Letter 

When you're leaving your job, no matter how formal or informal the post, you need to notify your employer in writing. It should take the form of a resignation letter. If handing over a printed version isn't possible, you could email it instead. 

Handing in your notice can feel stressful, but focusing on the practical elements first can make it easier. Your resignation letter should be addressed to your manager and have a professional tone. Let's look at what it should include and the things you should avoid saying. 

What To Include

Here's a list of the key components of a resignation letter.  

  • Your letter should include the date you intend to submit it. It's an important point as this is when your notice period begins. 

  • It should include your manager's name and job title. 

  • You should add your full name, signature and job title. 

  • Your can also add your place of work, such as the address, or just the company name if you work remotely or at multiple sites. 

  • Always add the date of the day that will be your last date at work. 

 It's not mandatory, but you could include your reason for leaving. It can be useful feedback for the company. You could also add a sentence or two thanking your manager or the company for their support. These elements are polite and help maintain a positive relationship. 

What Not To Say 

Don't treat your resignation letter as a chance to get things off your chest. You shouldn't raise any grievances when mentioning why you are leaving. If you don't have anything positive to say but still want to put a reason for leaving, use polite terms. You might share you're looking for more responsibility, a career advancement or something better suited to your skills or circumstances if this is the case. 

Your letter shouldn't include any negative comments about your manager, the company or your colleagues. In any role, it's best to have face to face discussions with your manager or another appropriate person to resolve any issues. Whether you have these discussions before you hand in your notice or in an exit interview, it's best to approach them with a problem-solving mindset. 

Speak To Your Manager

Even though putting your notice in writing is essential, it's best to time handing it in with a face to face conversation. If you don't meet with your manager regularly, you can also have the conversation over the phone and email them your resignation at the end of the call. 

If you don't want to put your reasons for leaving in writing, you can add a quick explanation in person before you hand over the letter. It's also a good opportunity to say thank you and ask for a reference. Now's the time to discuss next steps, too. You can ask how you can help with the transition, such as aiding in recruitment or handing over your work or projects to your colleagues. 

Important Points To Consider 

There are several things to consider before you write your letter and speak to your manager. First, you should check your contract to understand how much notice you're required to give. Once you know how many weeks or months, you can determine your last day at work. It will also affect your start date if you have a new job. 

When speaking to your manager, it's a good idea to discuss how the people you work with will be notified. Your colleagues and the people you support need to get used to the idea of you leaving, too. Your manager might want to announce it or they might be happy for you to have one-on-one conversations with the people impacted by your departure. 

What Not To Do

Don't stop being professional, making an effort and maintaining the level of commitment to your job. A notice period can seem strange, especially if you start handing over work and projects. However, it's important to keep your relationships positive and to help your colleagues and others as much as you can while you're still in the role. 

Another way to avoid ending on a negative note is to say goodbye properly. Exchange contact details with your colleagues if you want to stay in touch. You don't have to have a leaving party, but even a cup of tea and cake to mark your last day and some kind words to the people who supported you along the way will matter to you and to them.

Moving On

Planning for new circumstances while leaving your old job can be challenging. Handing in your notice using a professional and considerate approach helps you and your employer. A positive ending is the best way to set you up for the best possible start in whatever you do next.