A private word

Asking to speak to your manager in private, whilst clutching an envelope in one hand, is often the first inkling they have that you might be leaving.



From your point of view the interview process will have given you a chance to get used to the idea of leaving. You're probably excited about the new job – looking forward to your pay rise or eager to get your teeth into something new.

Your manager's surprise at the news of your imminent departure may mean they react in a way you're not expecting. Their first thought is probably 'Now I'll have to recruit', followed by a calculation of your notice period and some musings on what they might include in the recruitment advert.

One of Pay Magazine's previous managers actually said 'Don't leave me', so expect the unexpected.

Having said all that, if at all possible you should give your resignation in person – after all it's only polite and a letter may get lost in a pile of post. Doing it via email or a letter on the desk should be avoided unless really necessary. If your manager is away or hard to get hold of and you need to get your notice in straight away then there is some excuse, but do mention in your letter that you would have done it face-to-face if at all possible.

The important thing to remember when writing your resignation letter is that you may want to return to the company one day or come across your manager in another role. So although a 'revenge' letter may seem like a good idea, it's generally best to stick to positive comments. If you really want to mention something negative think carefully about how you express it, for example, instead of:

  1. While I have enjoyed working in the payroll team I think management needs to spend more on training and development; try
  2. The on-the-job training I received during my time in the payroll team was crucial in securing my new role as a payroll manager. If it could be supported by some professional training opportunities then the organisation would really see the benefits, both in terms of payroll retention and identifying cost and process efficiencies.   

Alternatively, keep your letter nice and simple and save your thoughts for the exit interview.

The resignation process does not necessarily end with the letter, as there may need to be some negotiation over your last day or your employer may come up with a counter offer. These can be tempting, but you need to think carefully about it, as we'll explain in next month's email.

Step 1 – Draft your resignation letter, expressing any criticisms as positively as possible.
Step 2 – Speak to your manager in person about your news if you can.
Step 3 – Negotiate your leaving date with your manager and HR.
Step 4 – Ensure HR are expecting a request for a reference from your new employee.
Step 5 – Be ready for a counter offer.