In four years of FTSE 250 recruiting, I watched roughly 200 people resign. About 30 of them did it badly enough that I still wouldn’t refer them today. Another 40 did it so well that I’ve actively recommended them to other firms in the years since. The difference wasn’t talent. It was the 21 days between handing in notice and walking out.
This is the exact 5-step plan I now walk every coaching client through when they’re about to resign — whether they’re leaving a Big Four consultancy in London or a Series B startup in Austin.
Step 1 — Get the new offer in writing first
Never resign on a verbal offer. Never. I’ve seen three offers get withdrawn after the candidate had already resigned — once due to a hiring freeze, once due to a failed reference, once because the role was restructured. Always wait for the signed contract.
Once the contract is signed, double-check:
- Start date you can actually meet given your notice period
- Salary, bonus structure, benefits all match what was discussed
- Probation period length and notice during probation
- Any restrictive covenants (non-compete, non-solicit) — get a lawyer to review if you’re senior
Step 2 — Tell your manager before anyone else
This is the single most important moment in the entire process. The professionals who burn bridges almost always tell a colleague, an ally, or — worst of all — post something on LinkedIn before they’ve told their direct manager. I’ve watched managers find out their report was leaving from a third party. The relationship never recovers.
Book a 30-minute meeting. Title it something neutral like “Quick career chat.” Tell them in person (or video if you’re remote) before you send the letter.
“Thanks for making time. I want to let you know I’ve accepted a role at [Company] starting [date]. I’ll be giving my [notice period] notice today. I’ve genuinely valued working with you, and I want this transition to be as smooth as possible. I’ll have a written letter to you and HR by end of day, and I’ve already started drafting a handover document for [project/responsibilities]. What’s the best way to handle the team announcement?”
Step 3 — Submit the resignation letter the same day
Keep it short. Two paragraphs. No emotional reasoning, no complaints, no overly effusive thanks. UK and US norms differ slightly but the template below works for both:
Dear [Manager Name],
I’m writing to formally resign from my role as [Job Title] at [Company]. In line with my contract, my last day will be [date — calculate from notice period].
I’m grateful for the opportunities I’ve had here, particularly [one specific thing — a project, a piece of growth]. I’ll do everything I can to ensure a smooth handover during my notice period and will have a transition document ready by [date].
Kind regards,
[Your Name]
Send to your manager and copy HR. Save a PDF copy for your own records.
Step 4 — Write a handover document no one has to chase
This is where you bank goodwill. A genuinely useful handover doc takes 4–8 hours and makes you remembered as “the one who actually left things tidy.” Include:
- Every active project, its current status, next steps, and who’s the right owner
- Key stakeholders and the unwritten context about each (e.g., “Sarah in Finance prefers Monday morning calls, not emails”)
- Logins, file locations, recurring meetings
- Open risks, things you’d flag if you stayed
- A two-week task plan for whoever picks up your work
Step 5 — Keep the exit interview boring
HR exit interviews are not therapy. Anything negative you say will be summarised in a report your former manager may eventually read. Even when you have legitimate grievances — even when the manager was the problem — the cost-benefit of airing them is almost always negative.
Stick to neutral, forward-looking language: “I was ready for a new challenge”, “the opportunity aligned with where I want to take my career”, “I learned a lot here that I’ll carry into the next role.” Save the real feedback for an anonymous Glassdoor review six months later.
What about counter-offers?
About 30% of professionals I’ve coached receive counter-offers. About 80% of those who accept counter-offers leave anyway within 12 months — and their relationship with the employer is permanently changed. They’re now seen as someone who threatened to leave.
The exception: if you genuinely wanted to stay and the counter-offer addresses the actual problem (usually compensation that was misaligned with market). In that case, accept it but understand you’ve used your “leverage chip” — you can’t credibly use it again for 18+ months.
How and when should I update LinkedIn?
Wait two weeks after your last day at the old job. Update your headline, current role, and start date on the same day. Write a short post thanking the old team (genuine, specific, not corporate) and briefly mention the new role. Do NOT post anything between your resignation and your last day — your old colleagues will see it and resent it.
“After [X years/months] at [Old Company], I’m closing out an incredible chapter. Three things I’ll take with me: [specific learning 1], [specific person/team], [specific project]. Huge thanks to [1-2 named people] who shaped how I work.
Next up: I’m joining [New Company] as [Role], working on [one-line description]. If you’re in [adjacent space], I’d love to connect.”
What if I’m being made redundant or resigning under pressure?
UK: you have legal rights under the Employment Rights Act. ACAS (acas.org.uk) offers free, confidential advice — use it before signing anything. Don’t sign a settlement agreement without independent legal advice (employers typically pay for this).
US: most employment is at-will, but you may still be entitled to severance, unused PTO payout, and COBRA continuation. Consult a state-specific employment lawyer if anything feels off.
Related reading
If you’re not yet at the resignation stage but feeling stuck, my 30-day burnout recovery plan might help. For the next role, see how to negotiate a job offer and resignation letter templates for UK and US. And once you’ve landed, how to get a promotion in your first year is worth a read.
FAQ
Q: What’s a standard UK notice period?
One month for most full-time roles after probation. Some senior or specialist roles have 3-month notice. Check your contract.
Q: Can I leave before my notice period ends?
Only with the employer’s agreement. They can hold you to the contract, though most won’t if you’re moving on amicably.
Q: Should I tell colleagues before HR announces it?
Tell your manager first, then ask them how they’d like the announcement handled. Don’t freelance the news.
Q: What if my manager reacts badly?
Stay calm, stay professional. You’ve already lined up your next role. Document the conversation in an email summary afterwards.
Q: Is gardening leave normal in the UK?
For senior or commercially sensitive roles, yes — your employer pays you to stay home during notice. Treat it as fully-paid prep time for the next role.