The Ultimate Guide to Resigning from Your IT Job Gracefully

Leaving your job can be quite stressful and requires some planning. Whether you’re moving to a new role, taking a break, or changing careers, make sure you resign gracefully and don’t burn any bridges as Christchurch (& NZ) are small markets where everyone knows everyone. Here’s a step-by-step guide on how to resign the right way.

Reflect and Prepare

Before you hand in your notice, take some time to think about your decision. Consider:

  • Reasons for Leaving: Ensure your reasons for resigning are clear and well thought out.

  • Financial Stability: Make sure you’re financially prepared for the transition, especially if there’s a gap between your jobs.

  • Future Plans: Have a clear plan for your next steps, whether it’s a new job, further education, or just a break.

Review Your Employment Contract

Review your contract to understand the terms related to giving your notice. Make sure you check out:

  • Notice Period: How much notice you have to give.

  • Non-Compete Clauses: Be aware of any restrictions working for competitors.

  • Return Company Property: Return any devices or company property.

Draft your Notice Letter / Email

Your notice letter is a formal email that lets your employer know your decision to leave. It should include:

  • Date: The date you are submitting the letter / email (it will be time stamped on the email).

  • Addressed to: Your immediate line manager or HR manager.

  • Statement of Resignation: Clearly state your intention to leave.

  • Last Working Day: Specify your last working day based on the notice period.

  • Gratitude: Express gratitude & be thankful for the opportunity and experience.

  • Offer to Assist: Offer to help with the transition process.

  • Signature: Sign the letter to formalise it.

Here’s a simple email template:

Dear [Manager’s Name],

I am writing to formally resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically four weeks from the date of this letter].

I have greatly enjoyed working at [Company Name] and am grateful for the opportunities and experiences I have gained during my time here. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or transferring my responsibilities.

Thank you for your understanding and support.

Sincerely,

[Your Name]

Schedule a Meeting with Your Manager

Meet your manager to discuss your resignation in person. During the meeting:

  • Be Professional: Maintain a positive and professional manner.

  • Explain Your Decision: Briefly explain your reasons for leaving, focusing on the positives. Remember not to burn any bridges!

  • Resist the counter-offer: 80% of candidates who accept a counter-offer leave within a year because it’s not all about the money.

  • Discuss the Transition: Offer to help with the transition & any changes, including training your replacement or handover info you can prepare

Submit Your Notice Letter / email

After discussing your resignation with your manager, email your resignation letter.

Prepare for the Transition

Work with your manager and your team to ensure a smooth transition. This might include:

  • Documenting Your Work: Create good documentation for your tasks and projects.

  • Training Your Replacement: If possible, help train your replacement or brief your colleagues.

  • Do not copy any files: Resist the urge to copy files to your personal Google Drive / USB stick on your way out.

  • Completing Outstanding Tasks: Finish any outstanding work to the best of your ability to make sure you leave on a positive note.

Inform Colleagues and Clients

Tell your colleagues and clients about your departure professionally. Send a brief, polite email to:

  • Thank Them: for their support and collaboration.

  • Provide Contact Information: Share your personal details for future networking. WARNING - During your notice period It’s sometimes best to keep it private to which company you’re moving to as Line Managers can sometimes get a bit funny about this, especially if there’s been a few of your colleagues move to the same new company etc, or it can invoke jealously from team mates so read the situation. We’ve had feedback it has led to employees put on ‘gardening’ leave which sounds great but not so much fun being marched out the building, so play it cool when in doubt less info is better.

  • Introduce Your Replacement: If applicable, introduce your replacement or new point of contact.

Return Company Property

Ensure you return all company property, such as:

  • Laptop and Equipment: Return any electronics and office equipment.

  • Access Cards and Keys: Hand over any access cards, keys, and ID badges.

  • Documents and Files: Return or dispose of any company documents and files.

Exit Interview

Take part in an exit interview if your company conducts one. Be honest but professional in your feedback, focusing on constructive criticism and positive experiences. Again, don’t burn any bridges!

Stay Connected

Keep in touch with your colleagues and supervisors after you leave these are people you’ve spent a lot of time with and can be important future contacts and reference. Maintain your professional network through LinkedIn. Send a thank-you note to your manager and team, expressing your appreciation once again and leave on a good terms.

Conclusion

Leaving your job can be a challenging yet liberating experience. Leave a positive lasting impression and keep your professional relationships intact. Remember, how you leave a job is just as important as how you start one. Good luck with your next adventure & thanks so much for reading :-)

I’m Paul, lover of coffee, dogs, biking, surfing & skiing. Founder & Principal Consultant of Sunstone, an IT Recruitment & HR company specialising in recruiting IT roles within software, web, mobile, blockchain, data, cloud infrastructure, security & networks in Christchurch & South Island of New Zealand. 

 

Paul SwettenhamComment