How To Quit Your Job Professionally (With Examples)

Quitting your job can be complicated emotionally, but the protocol to follow to do it properly isn’t complex. Two weeks is considered the polite amount of notice, and you’re expected to turn in a resignation letter. You want to make sure that you follow the proper etiquette when you quit your job so that you don’t burn any bridges.

It’s also important to have it in writing so that there isn’t any disagreement about when your last day is. If you’re thinking of resigning from your job, want to know how to write a resignation letter, or are just interested in the proper etiquette involved in leaving your job, then keep reading.

Key Takeaways:

• It’s important to write a resignation letter clearly stating your intention to quit with the last day of your employment.

• During your final two weeks, it’s important to remain professional and not burn any bridges with your supervisors or coworkers.

• Offer to help train your replacement and write down everything that you do in your job position.

How to tell your boss you’re quitting

Turning in your resignation can be nerve-wracking, but there’s a standard protocol to follow when quitting your job. Knowing the proper procedure to follow can help make the process less intimidating, and will ensure that you leave looking professional and on good terms with your former boss and coworkers.

1. Write a resignation letter. This is the first thing you want to do, as you want to be sure about when your last day will be, what you’ll be willing to do during the final few weeks, and making sure that you have everything in order.

2. Tell your boss. Assuming you have a cordial relationship with your boss, it’s best to inform them in person that you’re quitting. Do your best to find some free time in their schedule and have a one-on-one meeting with them. It doesn’t need to be long, it can just be you informing them of the fact that you’re resigning.

3. Give your two weeks notice letter. If you have an employment contract that states specific rules on how to resign, adhere to those. If there’s no employment contract, use the general rule of giving two weeks’ notice.

   In any case, make sure to clearly state your last day of employment in all your communications, both verbal and written.

4. Keep it simple. It’s best to get straight to the point with conversations like this. Unless you’re open to a competing offer from your current employer, you should emphatically state that you’re quitting and leave no room for interpretation.

5. State your reason(s). It’s essential to plan out what you want to give as reasons for leaving so that you don’t say something silly in the heat of the moment. Your reasons don’t have to be long-winded or complex; a simple “received an offer that better suits my career goals” is perfectly acceptable.

6. Offer to help with the transition process. After you hand in your two weeks, offer to help with the transition process and train your replacement. If they don’t have a replacement by the time your two weeks are up, write down a detailed list of your job requirements to help the next person out.

7. Express gratitude. Mention how the company has helped you and that you’re grateful for all that you’ve learned. Never bash your boss or talk about the company in a negative way.

8. Ask for a reference. You can feel out the conversation and determine if this is a good time to ask or later, but eventually, you want to get a reference from your boss while the idea is still fresh in their mind.

9. Contact the human resources department. It’s a good idea to find out about any vacation time you have left, transferring your 401(k), and any potential extension of benefits. This also ensures that HR is properly informed of your departure and has your resignation on file, in order to prevent any snafus.

Also, if you don’t have a good relationship with your boss, or you fear some sort of retaliation or immediate dismissal if you turn in your resignation to them, then you can go to the HR department instead.

What to include in your resignation letter

Resignation letters serve an important purpose when you quit your job. They officially document when you’ve given notice and what the last day you’re going to work is. It’s important both for you and for the company’s records to have that on file in terms of expectations and preventing misunderstandings.

• State the date that you’re leaving early on in your letter. You want this to be upfront and extremely clear so that there aren’t any misunderstandings about what your last day is.

• Express your thanks to the company. It’s important to express gratitude. Even if you are leaving because you’re no longer happy at your current workplace, you did get experience and opportunities there, and it’s polite to express appreciation.

• Offer employer assistance as they try to replace you. This usually takes the form of training your replacement (if they have someone in mind). However, you can also recommend someone who you think would do a good job in your former role.

• Keep it simple and brief. Resignation letters shouldn’t be long. Most are less than a page in length. They’re just a written record of your decision to resign.

• Follow proper business letter format. A resignation letter is a business letter and should be written as such. Make sure to be professional throughout.

• Provide your contact information. Your boss likely already has your contact info, but this is an aspect of standard business letter format. If you’d like your boss and former coworkers to be able to continue to contact you, you can add any contact information that’s going to change when you go to your new job.

There are also some optional additions you can include:

• Your reason for leaving. Make sure you don’t include anything negative, even if that would be honest.

• A brief description of your workload. This can be helpful in terms of training your replacement. It makes it clear what your job is and what you can teach your replacement to do.

• A request for a recommendation letter. If you know you have a good relationship with your boss, you can ask for a referral directly in your resignation letter.

Example resignation letters

1. Example resignation letter:

   Elmer Fudd
   1612 Rabbit Trail Drive
   Apex, NC 27502
   919-356-7689
   Efudd@yahoo.com

   3/28/2017

   Bobby Pellit
   OHS Principle
   Orange High School
   1713 Efland St.
   Efland, NC, 27243

   Dear Mr. Pellit:

   I would like to inform you that I am resigning from my position as an Art Teacher for the Orange County School System, effective April 17th.

   Thank you for the knowledge and opportunities that you and the school have provided to me over the past four years. I have enjoyed my time at Orange High School, and really appreciate the welcoming support you all provided from my first day on campus to my last.

   I kindly request that you write a reference letter for me, to aid in my future endeavors.

   If I can help in any way during this transition, please let me know.

   Sincerely,

   Your Signature (hard copy letter)

   Elmer Fudd

2. Example resignation email:

   Dear Mr. Pellit:

   I would like to inform you that I am resigning from my position as an Art Teacher for the Orange County School System, effective April 17th.

   Thank you for the knowledge and opportunities that you and the school have provided to me over the past four years. I have enjoyed my time at Orange High School, and really appreciate the welcoming support you all provided from my first day on campus to my last.

   I kindly request that you write a reference letter for me, to aid in my future endeavors.

   If I can help in any way during this transition, please let me know.

   Sincerely,

   Your Electronic Signature

   Elmer Fudd

Template resignation letter

Should you quit your job?

Before handing in your resignation letter, there are some things to consider. Of course, there’s nothing wrong with quitting your job, and there are good reasons to do so. Just be sure to consider some things before making a final decision.

Good reasons to quit your job:

• You found another job. This is the most common reason people quit their jobs — they find a better opportunity elsewhere. What exactly that looks like is individual, though most people consider a higher salary and better benefits sufficient.

• Wanting to spend more time with your family. Sometimes your job demands too much of you. Needing to spend more quality time with your family is a good reason to leave a job, especially if your employer refuses to offer flex time or work-from-home options.

• Needing to get out of an unhealthy environment. Jobs can become toxic. This may be because the environment itself is toxic, or may just be that you’re ill-suited to it. Either way, if you feel unsafe, like you can’t trust anyone, or just always uncomfortable, it’s time to leave.

• Lack of opportunity. Not every company is going to be able to offer the career advancement that you want. Going elsewhere in order to hit your career goals is a good reason to switch jobs.

• Dissatisfaction. Certain jobs are just dissatisfying. If you find yourself in idle, and like you don’t get anything out of your job other than a paycheck, it’s time to look into some changes.

• Relocation. If you, your spouse, or other issue requires that you relocate, then it’s unlikely you’re going to be able to stay at your current job (unless it’s fully remote). That necessitates that you resign.

Common wisdom states that we shouldn’t quit our current job without another lined up. That’s generally true, however, if you’re in a toxic environment, or abjectly miserable at your job, it may be better to quit first. Just make sure that you’re in a financial situation that allows you to afford it.

What to do during your final two weeks

Once everyone knows about your imminent departure, you still have a couple of weeks in the office. It’s essential that you don’t get senioritis and stop being a productive employee during this time. Wrap up any projects that you can or figure out who will take over for you.

• Start taking notes on what you do every day. This document could turn out to be super useful for your replacement. You can even include advice and contacts for various issues, as well as a step-by-step guide for certain processes.

• Train your replacement. Take time to train them as best as you can. If you were helped by mentors when you first started at the company, it’s time to pay that debt. You don’t have to do a whole lot to satisfy your end of the bargain, but if you make an extra effort to leave your team in a good place, people will recognize it and respect you for it.

• Be prepared to lease ASAP. If you’re leaving your current place of employment for a competitor, you may very well be asked to leave as soon as you hand in your resignation letter and tell your boss. This is done to prevent you from taking any valuable company data with you. In this case, make sure you take steps to clear out your desk and company computer before you’ve officially resigned.

• Return company property. Don’t keep anything that’s not yours. This could include any supplies that the company has provided such as technology, company car, or anything else that has helped you in your day-to-day process.

• Erase your work computer or laptop. Erase all of your private files and make sure to keep any contact information or anything that you might need in the future. This will be helpful to your replacement so they come into a fresh workspace.

• Say goodbye to everyone in the workplace. Don’t just ghost out on them. Even if you don’t like some of your coworkers, saying goodbye will help prevent burning any bridges and it will help maintain a professional relationship with them.

  This can also be the time you offer to be a reference for any of your coworkers and ask for any references for yourself.

Mistakes to avoid when you quit

There are some mistakes that you can make when resigning from your job. You want to make sure that you’re helpful and positive for the last two weeks, but you also don’t want to offend anyone before you go. Here are some common mistakes to avoid when quitting.

1. Don’t speak negatively about anyone. There’s nothing to be gained by badmouthing any of your coworkers or supervisors on your way out the door. There’s also no reason to lay the blame for your departure at the feet of anyone else. It just makes you look petty and immature.

   Instead, stay positive about the whole experience. Whether or not you’ve enjoyed working here, you should try to make everyone feel as though you appreciated your time here.

   You don’t need to go overboard with disingenuous compliments either — neutrality works perfectly fine if you can’t muster up any positive vibes for your soon-to-be ex-colleagues.

2. Don’t brag about your new job. It’s really bad form to start talking about your much of a salary bump you’re getting or the impressive perks your new company is offering you.

   There’s really no point to this type of conversation other than to make people envious or try to get others to quit (the latter of which is actually against your non-solicitation agreement, if that’s part of your employment contract).

   If people have questions about your new job, feel free to share other details you’re comfortable sharing, like the city you’re moving to or the responsibilities at your new job, it’s A-okay to answer them. Just be sure you’re not so bubbly with enthusiasm that it’s annoying for the poor folks stuck working at your old workplace.

3. Don’t forget to say goodbye. It’s natural for people to feel a bit slighted if you leave without saying goodbye; one day you’re there, and the next you’re not. Try to give your coworkers a bit of notice (after you’ve talked to your boss and handed in your resignation letter) so that you can say proper goodbyes to everyone.

   An email to the people on the periphery of your experience is fine, but you should make an effort to personally speak with members of your team before you go. These are the people who can best speak to your professional abilities, and you never know who might be a useful reference one day.

4. Don’t tell your coworkers before your boss. You may have good work friends, but telling your coworkers about your departure before your boss just sets you up to have your boss find out that you’re leaving from someone else. And that can sour your relationship and make you look unprofessional.

Quitting your job professionally FAQ

1. Can you quit without any notice?

   Yes, while you can quit without any notice at most jobs, it’s not recommended. Quitting without notice can be seen as unprofessional and you may not be able to use them as a reference. If you are able to stay out for the weeks, it’s a good idea too.

   If you are in a dangerous situation or are unable to give two weeks you can quit immediately but inform your supervisor before walking out.

2. Can you just walk out of your job?

   Yes, you can just walk out of your job because your employer cannot restrain you from leaving. You can gather your personal belongings and walk out the door and not return any time you want, but doing so could result in a breach of employee contract and could result in termination.

3. What happens if you don’t work your two-week notice?

   Depending on your employment contract, not working your two-week notice can result in immediate termination. This means you you do not work your two weeks after handing in your letter, your employer might not have to pay you for those days not worked.

   If you don’t think you can work for two weeks after giving your notice, either don’t say you can or offer a one-week notice instead so you do not breach any contracts.

4. Do you really need a resignation letter?

   If you have at-will employment, then a resignation letter isn’t technically necessary. However, a resignation letter makes the transition easier and more seamless. It also leaves a paper trail, so it shows when you gave notice and when your last day is expected to be.

   Following the proper procedure — including handing over a resignation letter — is also considered polite and professional. Failing to do so can mean that you can’t use your former boss as a reference, or that you’ll be seen as unprofessional.

References

1. Harvard Business Review — How to Quit Your Job: An HBR Guide

2. New York Times — Everyone Is Quitting: Here’s the Right Way to Do It.

3. University of Phoenix — How to Write a Letter of Resignation (With Examples!)

Author

Hunter Joyner

A graduate of the University of North Carolina Wilmington. Earned a BFA majoring in Creative Writing and a minor in English.