What Is Resignation?
Resignation typically involves an employee communicating their intention to leave the company, usually with a written resignation letter stating their last working day. The amount of notice given may vary depending on the employment contract, company policy, or local labor laws—though two weeks’ notice is a common standard in many regions.
Resignation can be due to various personal or professional reasons, including:
- Seeking better career opportunities
- Relocation
- Desire for a career change
- Job dissatisfaction or burnout
- Pursuing further education
- Health or family considerations
Whatever the reason, resignation is considered a professional and respectful way to transition out of a role.
The Resignation Process
The resignation process involves formally ending an employment relationship, requiring clear communication and proper procedures.
1.Notification: The employee informs their direct supervisor or HR team of their intent to resign. This may begin with a verbal conversation followed by a formal written letter.
2. Submission of Resignation Letter: A resignation letter typically includes the employee’s name, position, the intended last day of work, and sometimes a brief explanation or expression of gratitude.
3. Notice Period: The employee continues working for a defined notice period, giving the company time to find a replacement or reassign tasks. In some cases, employers may choose to shorten or waive the notice period.
4. Exit Interview (Optional): Many companies conduct exit interviews to gather feedback on the employee’s experience, reasons for leaving, and suggestions for improvement.
Why Resignations Matter to Employers
Resignations can offer valuable insight into workplace culture, leadership effectiveness, and employee satisfaction. When multiple employees resign within a short period—often referred to as high turnover—it may signal deeper issues such as poor management, lack of growth opportunities, or a toxic work environment.
Handled professionally, a resignation can result in a smooth transition and help maintain positive relationships. Former employees often serve as brand ambassadors, future clients, or even boomerang employees (those who return to the company later).
Best Practices for Employees Resigning
Following best practices when resigning helps employees leave on good terms and maintain professional relationships.
1. Give Proper Notice: Respect the terms of your contract or workplace norms regarding notice periods.
2. Keep It Professional: Whether in writing or conversation, maintain a respectful and appreciative tone.
3. Avoid Burning Bridges: Refrain from speaking negatively about the organisation or colleagues. You never know when paths might cross again.
4. Be Cooperative: Assist with the transition by documenting processes, training replacements, or wrapping up key projects.
Best Practices for Employers Managing Resignations
Employers who follow best practices in managing resignations ensure smooth transitions and protect team morale and business continuity.
1. Respond Professionally: Accept resignations graciously and thank the employee for their contributions.
2. Conduct a Thoughtful Exit Interview: Use the opportunity to gather honest feedback that can improve retention strategies.
3. Maintain Communication: Keep the departing employee informed about their final paycheck, benefits, and any references or documentation they may need.
4. Celebrate Departures: If appropriate, publicly acknowledge the employee’s contributions and wish them well.
Resignation is a natural part of any career journey. When managed with professionalism and respect, it allows both employees and organisations to part ways on good terms. For employees, it’s a chance to grow and explore new opportunities. For employers, it’s an opportunity to reflect, improve, and plan for the future. Whether expected or sudden, every resignation presents a moment to uphold integrity and treat people with dignity during the transition.
SeamlessHR: Transforming Workforce Management Through Smart HR Technology
SeamlessHR is a trusted, leading provider of comprehensive HR solutions, purpose-built for the unique needs of African enterprises. From intuitive HR software for startups and businesses of all sizes to enterprise-grade HRMS systems, SeamlessHR offers scalable solutions designed to simplify and optimise core people operations.
Our platform supports the full HR recruitment process, performance management, and payroll, enabling organisations to drive efficiency, improve compliance, and enhance employee experience. With tailored tools for HR for small businesses, SeamlessHR makes advanced HR technology accessible and cost-effective for businesses at every growth stage.
Equipped with a secure and user-friendly HR document management system, our HRIS management software ensures streamlined storage, retrieval, and control of employee data. The SeamlessHR platform also functions as a centralised HR online workspace, offering a modern interface and seamless integrations for HR teams and employees alike.
Book an HR software demo and discover how SeamlessHR’s full suite—spanning HRIS systems, HRMS, and the HRM Human Resource Management System—can transform their HR function. Whether you require a robust HR information system, a flexible HRIS human resources solution, or a reliable HR system, SeamlessHR is built to scale with your organisation’s evolving needs.
