How to Resign Gracefully

Strive to Leave on Good Terms. Most people submit their resignation when they feel drained and believe they can no longer perform their duties effectively. This exhaustion often leads to decreased productivity. While this is understandable, it is important to give your best effort in the final project. You might end up wishing for a positive recommendation from your boss in the future (or perhaps even working with them again). It’s always better to be remembered as a dedicated employee who gave their all during their tenure.

• Be aware of any benefits you are eligible for. If you are planning to resign, you might be entitled to severance pay or unemployment benefits, which can be essential if you don’t have another job lined up. Resigning may make you ineligible for these benefits. In many cases, it’s better to receive these benefits while searching for your next role.

Set up a plan to give notice. If you want to resign in the best way possible, you shouldn’t leave your boss in a difficult position, scrambling to find someone to replace you. It’s best to give at least two weeks' notice (or according to the minimum requirement stated in your employment contract, if applicable) so your boss can prepare for someone else to take over or have enough time to properly manage the transition.

• Even if your contract doesn’t specify a notice period, giving 2–3 weeks’ notice demonstrates courtesy to your boss. Giving notice later than two weeks will leave your boss struggling to find a replacement, while giving notice earlier than three weeks may make them question why you’re still hanging around the company.

Keep your decision confidential. Once you've made your decision, don’t broadcast it around the office until your direct supervisor knows. Think it through carefully, like a strategist, and remember that knowledge is power.

• Give your boss or supervisor time to process the information. It would be awkward if the company offers you a retention package after you’ve already shared your plans with colleagues.
• Decide how to announce your departure to the entire staff after speaking with your boss. Your boss may choose to send an email to the whole company, or ask you to send a separate notice. Avoid mentioning your departure to anyone until you’ve had a detailed conversation with your boss.

Resolve any outstanding issues. This is a respectful and thoughtful action that your boss and colleagues will appreciate. Complete any ongoing projects and prepare a guide for the person who will take over your position. Consider leaving instructions for any long-term projects you are leaving unfinished, and provide any necessary details that the person replacing you should know about your work. Be sure all paperwork is organized, labeled, and easy to find—you don’t want colleagues frantically calling you after you’ve left because they can’t find a specific document.

• This is especially important if you work in a team. After giving your two-week notice, you should discuss with your team who will take over each task until the company hires your replacement.

Know what you should not include in your resignation letter. Never write anything rude, offensive, or just downright ugly. You may need to contact your boss in the future (or even work with them again), so it’s best to maintain respect in your letter. Otherwise, harsh, nasty, and childish words will come back to haunt you.

• For example, here’s what you shouldn’t write: “Mr. An: I’m resigning. I hate working here. You’re an idiot. You owe me 10 million VND for my vacation and sick days. –Bình”.

Write an appropriate resignation letter. There are a few details that can help you distinguish a good resignation letter from a great one. In your letter, be sure to follow the guidelines listed below.

• A standard resignation letter might look something like this: "Dear Mr. Nam, It has been a privilege working at Sao Mai Company. I am writing to inform you that I will be resigning to accept a new position at another company, effective [at least two weeks before the date of our conversation and letter]. Please accept my gratitude for the opportunity, and I wish you and the company all the best. Sincerely, Ngoc Hai."

Be friendly and respectful. If you and your boss are on a first-name basis, you can use those names in the letter. There’s no need to be overly formal if you and your boss are already familiar with each other’s names. Additionally, mentioning their name will add a personal touch to the letter and help ease any awkwardness.

Clearly state that you are resigning for positive reasons. Sometimes, a company will offer to keep an employee who wishes to resign. If you’re certain about leaving, you must ensure that you express your decision clearly.

• Write something like, "I am submitting my resignation from the position of [your position], effective [the date you plan to make your final day]."

Express your appreciation for the opportunity to work here. Even if you hated every minute of your job, it’s still important to offer praise. A line like “I feel that I’ve learned a great deal from the world of art exhibitions” is polite (even if you actually mean, “I’ve learned a lot about art exhibitions, and I’ll never go back to it again”).

Reflect on your achievements. Don’t brag, but mention a few projects you’ve worked on and the pride you feel about them. This is important because your resignation letter will be kept in your file along with any negative feedback your boss may add. Mentioning your achievements will benefit you if you apply for a job that’s reviewed by the same HR department, as your file will be considered and your accomplishments will be noted.

End with a warm touch. Be sure to express your gratitude for the opportunity to have worked at the company, and acknowledge your appreciation for the people who were part of it (including your boss).

• Say something like, “I would never have been able to pursue my dream of becoming a writer with many published works without the insights I gained from the publishing industry, through my experience working at this wonderful company.” You can also directly thank your boss and mention any individuals you admire.

Have a resignation letter ready in hand when speaking to your boss. You should avoid sending it via email as it can come across as unprofessional. Print it out and hand it to your boss when you meet them to discuss your resignation.

Request a meeting with your boss to discuss an important matter. A simple knock on the office door and asking for a quick moment is sufficient—just keep in mind that your supervisor may have other tasks and may not be able to drop everything the moment you’re ready to share this news. Another option is to ask if your boss can schedule some time to meet the following day. Doing this gives them the chance to allocate some focused time to discuss your news.

• If there are too many things going on, it will just add to their stress, so if possible, wait until your boss has a bit of time to focus on what you want to say.

Be prepared, direct, and polite. Practicing quietly beforehand will help you be ready when your supervisor calls for a meeting. Most managers are very busy, and they will appreciate your straightforward approach, without the temptation to "soften the situation", "find the right way to say it", or beat around the bush. You might say something like:

• "I’ve been considering my options here at the company for a while, and I’ve decided it’s time to move on. I’m very grateful for the opportunity I’ve had here, but I need to give my two weeks’ notice."
• OR… "I need to let you know that another company has offered me a new position. I’ve enjoyed working here, but I need to give you my two weeks' notice starting from today. Would it be convenient for you if my last working day is [any day two weeks from now]?"

Prepare to discuss your resignation reasons. You may have worked with your boss for some time, and no matter the reason for leaving, they might have questions. It's essential to have a concise, clear response ready. If your reason is dislike for your job, adjust your answer to avoid offending anyone. Instead of saying 'I hate working here,' you could say 'I believe it’s time for me to take my career in a new direction.'

Consider the possibility that the company may offer to keep you. Your boss might value you more than you realize and could extend an offer to retain you. Being polite and respectful when resigning increases the likelihood of this happening. You should think about whether you would stay if offered a raise, better benefits, a promotion, or other incentives.

• Your meeting with your boss will likely be an opportunity to negotiate, so be prepared and know your limits. If staying with the company is an option for you, what would make you open to it? However, be mindful of potential red flags in the following section, as offers to retain you may come with significant drawbacks.
• If your boss offers to keep you, ask them to provide the offer in writing with their signature, ideally including the signatures of your boss, supervisor, and HR department.
• When reviewing the offer, be honest about why you want to resign and protect yourself. While a raise may sound appealing, it may not resolve issues such as career stagnation (if advancement opportunities are limited) or team conflicts (if you have personal issues with your boss).

Highlight the positive aspects. Be truthful, but polite. If your boss asks whether they contributed to your decision, and they were involved, it's best to use tact and diplomacy to give an honest but respectful answer that makes them feel at ease.

• In other words, it's not helpful to say 'Yes, you're a terrible supervisor, and I (or anyone) would be better off without you,' even if this is true. You can be honest without being cruel: 'You were a factor, but not the entire reason. I feel our work styles and approaches didn’t align as well as we had hoped, but overall, the experience has been quite positive. With this opportunity, I'm excited for the new challenges ahead.'

Reflect on the future. Remember that the goal of a respectful resignation is to maintain good relationships with your colleagues. If you disregard the people in the place you'll soon be leaving, they might not write you a strong reference letter or share job leads they've heard about. Be diplomatic, courteous, and strategic about your departure to ensure you leave the best opportunity for success in the future.

• Keep in mind that some bosses may not appreciate you being the one to 'call the shots.' Ensure that you're truly able to leave immediately, because sometimes supervisors may take personal offense to your resignation and tell you not to provide notice, requesting you leave right away. It's important to be the best judge of this situation, so assess whether your boss falls into this category – but be cautious, as people can act unpredictably. Review your employment contract – you need to understand both your and the company's options for ending your employment. If you don’t have a formal contract, familiarize yourself with the default provisions under the local laws of your city or province.

Shake hands, smile, and thank your boss. Whether you're leaving due to relocating, accepting a better job, or just to get away from that person, you should leave gracefully.

• Shake hands and thank your soon-to-be former boss (how wonderful!) for 'everything' and make your exit.
• Then, sit at your desk for at least 10 minutes. Now you can inform everyone else, but avoid mentioning any grievances with your boss – be polite and simply confirm your departure.

Inform everyone affected by your resignation process. After informing your supervisor, you should personally let your manager or other key colleagues, with whom you have worked closely, know that you are leaving.

• For example, "I'm not sure if you're aware, but I've resigned to take a position at another company. Before I leave, I wanted to let you know how much I've enjoyed working with you." In the future, these people might also resign to pursue other careers, and you want them to remember you positively. You can never know if they might play a role in your next career move down the line.

• The hypocrite you leave behind today might become your boss again someday – or even worse, your subordinate – in the future. And remember, sometimes they don't even realize they're not liked. If people recall you as a positive and tolerant individual, your future will shine brightly because your former boss, now the new boss, will prioritize you (the friendly person they remember) over strangers when hiring for new positions. This opens up opportunities for you to transfer to another office branch, take on better tasks, etc.
• Keep in mind that very few people enjoy the freedom of those with nothing to lose – but speaking your mind after resigning won't benefit you in the future. Staying gracious during the final two weeks won't harm you, as you're leaving anyway, and you'll soon leave that whole experience behind.

• You should prepare yourself physically for your departure on that day: before resigning, make sure to back up on a disk or personal email all the information you need and are entitled to take with you, such as customer contact details, vendor information, or other relevant contacts; sample work; a list of projects you've worked on, etc. [Keep in mind that most of the information and data you access while working at the company is considered the property of the company. Ensure this aligns with your contract and legal boundaries before following this advice].