How to Resign by Phone: A Step-by-Step Guide

Resigning from a job is rarely easy. It’s a pivotal moment in your career, marking the end of one chapter and the beginning of another. Traditionally, a formal resignation letter delivered in person or via email has been the standard practice. However, in certain circumstances, resigning by phone can be a necessary or even preferred option. This guide will walk you through the process of resigning by phone, ensuring you handle the situation professionally, respectfully, and effectively.

Why Resign by Phone?

Before diving into the ‘how,’ let’s address the ‘why.’ Resigning by phone isn’t always the best course of action, and it’s crucial to consider the implications. Here are some situations where a phone resignation might be appropriate:

* **Urgent Circumstances:** If you need to resign immediately due to unforeseen personal or family emergencies, a phone call can be the quickest way to inform your employer.
* **Remote Work:** If you work remotely and have limited opportunities for in-person communication, a phone call might be the most practical way to have a direct conversation.
* **Difficult Working Environment:** In cases of harassment, discrimination, or other hostile work environments, a phone call can provide a buffer and allow you to maintain a safe distance.
* **Pre-Arranged Agreement:** Sometimes, you might have already discussed your resignation with your manager in person and agreed that a follow-up phone call will suffice as the official notification.
* **Company Culture:** In rare cases, a company’s culture might be more relaxed and accepting of phone resignations, particularly if they are common practice. This should be confirmed before proceeding.

**Important Considerations:**

* **Maintain Professionalism:** Even though you’re resigning by phone, maintain a professional and respectful tone throughout the conversation. Avoid getting emotional or confrontational.
* **Document Everything:** After the phone call, immediately send a follow-up email summarizing your conversation and officially stating your resignation date. This creates a written record of your decision.
* **Consider Alternatives:** Explore other options, such as a video call or a brief in-person meeting (if feasible), before resorting to a phone call. These methods can offer a more personal touch.

Step-by-Step Guide to Resigning by Phone

Here’s a detailed, step-by-step guide to help you navigate the process of resigning by phone:

**Step 1: Preparation is Key**

* **Reflect on Your Reasons:** Before making the call, clearly define your reasons for leaving. Be prepared to articulate them concisely and professionally. Avoid overly negative or emotional language. Focus on your future career goals and how this decision aligns with them.
* **Determine Your Last Day:** Decide on your last day of employment. Typically, a two-week notice is standard, but your employment agreement or company policy might dictate a different notice period. Be sure to adhere to the required notice period to maintain a positive relationship with your employer.
* **Prepare Talking Points:** Write down key talking points you want to cover during the call. This will help you stay focused and ensure you don’t forget important information. Include:
* Your intention to resign.
* Your last day of employment.
* A brief explanation of your reasons for leaving (optional but recommended).
* Your willingness to assist with the transition.
* Your gratitude for the opportunities you’ve had at the company.
* **Gather Necessary Information:** Have your employment agreement, company policy documents, and any relevant contact information readily available. You might need to refer to these documents during the conversation.
* **Choose the Right Time:** Select a time when your manager is likely to be available and not overly busy or stressed. Avoid calling during peak meeting times or at the end of the day. Mid-morning or early afternoon is often a good choice. Also, consider your manager’s preferred communication style. Do they prefer a quick phone call, or do they prefer to schedule a specific time to talk?
* **Practice Your Delivery:** Rehearse what you want to say. Practice your tone and delivery to ensure you sound professional, respectful, and confident. This will help you avoid stumbling over your words or getting overly emotional during the actual call.

**Step 2: Initiating the Phone Call**

* **Find a Private and Quiet Place:** Ensure you’re in a quiet and private location where you won’t be interrupted or overheard. This will allow you to focus on the conversation and maintain confidentiality.
* **Take a Deep Breath:** Before dialing, take a deep breath and compose yourself. Remember, you’ve prepared for this, and you can handle it professionally.
* **Make the Call:** Dial your manager’s number and wait for them to answer. If they don’t answer, leave a polite voicemail requesting a call back at their convenience.

**Step 3: Delivering the News**

* **Start with a Polite Greeting:** Begin the conversation with a polite greeting and inquire about your manager’s well-being. For example, “Hi [Manager’s Name], I hope you’re having a good day.”
* **State Your Intention Clearly:** After the initial greeting, clearly and directly state your intention to resign. Avoid beating around the bush or being ambiguous. For example, “I’m calling to inform you that I’m resigning from my position as [Your Job Title] at [Company Name].”
* **Provide Your Last Day of Employment:** Clearly state your last day of employment. For example, “My last day of employment will be [Date].”
* **Offer a Brief Explanation (Optional):** Briefly explain your reasons for leaving. Keep it concise and positive. Focus on your future career goals rather than dwelling on negative aspects of your current job. For example, “I’ve accepted a new opportunity that aligns with my long-term career goals.” or “I am moving to a different city with my family.”
* **Express Gratitude:** Express your gratitude for the opportunities and experiences you’ve gained during your time at the company. Even if your experience wasn’t perfect, acknowledge the positive aspects. For example, “I’ve learned a lot during my time at [Company Name], and I’m grateful for the opportunities I’ve had.”
* **Offer Assistance with the Transition:** Offer to assist with the transition process to ensure a smooth handover of your responsibilities. This demonstrates your professionalism and commitment to the company. For example, “I’m happy to assist with training my replacement and documenting my processes to ensure a smooth transition.”
* **Listen Actively:** Pay close attention to your manager’s response and listen actively. They might have questions, concerns, or requests. Be prepared to answer them honestly and professionally.
* **Maintain a Professional Tone:** Throughout the conversation, maintain a professional and respectful tone. Avoid getting emotional, defensive, or confrontational.

**Example Phone Call Script:**

*You: “Hi [Manager’s Name], I hope you’re having a good day.”
*[Manager]: “Hi [Your Name], yes, I am. What’s up?”
*You: “I’m calling to inform you that I’m resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Date].”
*[Manager]: “Oh, really? I’m surprised to hear that. Can you tell me why?”
*You: “I’ve accepted a new opportunity that aligns with my long-term career goals. It’s a difficult decision, but I believe it’s the right move for me at this time.”
*[Manager]: “Okay, I understand. Well, we’re sorry to see you go. Is there anything we could have done differently?”
*You: “I appreciate you asking. I’ve learned a lot during my time at [Company Name], and I’m grateful for the opportunities I’ve had. I’m happy to assist with training my replacement and documenting my processes to ensure a smooth transition.”
*[Manager]: “That’s very kind of you. We appreciate that. We’ll need to discuss the handover process in more detail. Can we schedule a meeting for that?”
*You: “Absolutely. I’m available [list available times].”
*[Manager]: “Okay, let’s aim for [suggested time]. Thank you for letting me know. We’ll be in touch.”
*You: “Thank you for your understanding. I appreciate everything. Goodbye.”

**Step 4: Addressing Potential Questions and Concerns**

Your manager will likely have questions or concerns about your resignation. Be prepared to address them professionally and respectfully.

* **Why are you leaving?**
* Prepare a concise and professional answer. Focus on your future goals and opportunities rather than dwelling on negative aspects of your current job. Avoid blaming or criticizing the company or your colleagues.
* Example: “I’ve accepted a new opportunity that aligns more closely with my long-term career goals.”
* **Is there anything we can do to make you stay?**
* If you’re certain about your decision to leave, politely decline the offer. Express your appreciation for their consideration, but reiterate your commitment to your new opportunity.
* Example: “I appreciate the offer, but I’ve already made my decision, and I’m committed to pursuing this new opportunity.”
* **How will your responsibilities be covered?**
* Offer to assist with the transition process. Suggest potential solutions for covering your responsibilities until a replacement is found.
* Example: “I’m happy to assist with training my replacement and documenting my processes to ensure a smooth transition. I can also help prioritize tasks and identify key areas that need immediate attention.”
* **What is your last day?**
* Reiterate your last day of employment. Ensure that it aligns with your employment agreement or company policy.
* Example: “My last day of employment will be [Date].”

**Step 5: Following Up with a Written Confirmation**

* **Send an Email Immediately:** After the phone call, immediately send a follow-up email to your manager. This serves as a written confirmation of your resignation and provides a formal record of your decision.
* **Reinforce Key Points:** In the email, reiterate the key points you discussed during the phone call, including your intention to resign, your last day of employment, and your offer to assist with the transition.
* **Maintain a Professional Tone:** Maintain a professional and respectful tone in your email. Express your gratitude for the opportunities you’ve had at the company.
* **Proofread Carefully:** Before sending the email, proofread it carefully for any errors in grammar or spelling.

**Example Follow-Up Email:**

Subject: Resignation – [Your Name]

Dear [Manager’s Name],

This email is to confirm my resignation from my position as [Your Job Title] at [Company Name], effective [Date].

As we discussed on the phone earlier today, I have accepted a new opportunity that aligns with my long-term career goals.

I am grateful for the opportunities and experiences I have gained during my time at [Company Name]. I am happy to assist with the transition process in any way possible. Please let me know how I can best support the handover of my responsibilities.

Thank you for your understanding and support.

Sincerely,
[Your Name]

**Step 6: Preparing for Your Departure**

* **Create a Transition Plan:** Develop a detailed transition plan outlining your key responsibilities, ongoing projects, and important contacts. This will help ensure a smooth handover to your replacement.
* **Document Your Processes:** Document your key processes and procedures to make it easier for your replacement to understand and take over your responsibilities.
* **Train Your Replacement:** If possible, offer to train your replacement on your key tasks and responsibilities.
* **Wrap Up Outstanding Projects:** Prioritize and complete any outstanding projects before your departure.
* **Clean Up Your Workspace:** Clean up your physical and digital workspace. Organize your files and documents, and delete any personal information.
* **Return Company Property:** Return all company property, such as laptops, phones, and access cards.
* **Inform Your Colleagues:** Inform your colleagues of your departure and express your appreciation for their support.
* **Maintain Professional Relationships:** Maintain professional relationships with your colleagues and your manager. You never know when you might cross paths again in the future.

Dos and Don’ts of Resigning by Phone

To ensure a smooth and professional resignation process, keep these dos and don’ts in mind:

**Dos:**

* **Do** prepare thoroughly before making the call.
* **Do** choose a private and quiet place for the conversation.
* **Do** state your intention to resign clearly and directly.
* **Do** provide your last day of employment.
* **Do** offer a brief explanation of your reasons for leaving (optional).
* **Do** express gratitude for the opportunities you’ve had.
* **Do** offer assistance with the transition.
* **Do** listen actively to your manager’s response.
* **Do** maintain a professional and respectful tone.
* **Do** follow up with a written confirmation email.
* **Do** create a transition plan to ensure a smooth handover of your responsibilities.
* **Do** return all company property before your departure.

**Don’ts:**

* **Don’t** resign by phone as a first resort; consider other options first.
* **Don’t** resign in anger or frustration.
* **Don’t** badmouth the company or your colleagues.
* **Don’t** be ambiguous or unclear about your intention to resign.
* **Don’t** leave without providing adequate notice (usually two weeks).
* **Don’t** burn bridges; maintain professional relationships.
* **Don’t** forget to follow up with a written confirmation email.
* **Don’t** discuss your resignation with other employees before informing your manager.
* **Don’t** post negative comments about the company on social media.
* **Don’t** make demands or unreasonable requests during the conversation.

Alternatives to Resigning by Phone

While resigning by phone can be appropriate in certain situations, it’s important to consider alternative methods that might be more suitable.

* **In-Person Meeting:** The most traditional and often preferred method is to resign in person during a private meeting with your manager. This allows for a more personal and direct conversation.
* **Video Call:** If an in-person meeting is not possible, a video call can be a good alternative. It allows you to see your manager’s facial expressions and body language, which can help you gauge their reaction and respond accordingly.
* **Formal Resignation Letter:** Regardless of whether you resign in person, via video call, or by phone, it’s always a good idea to submit a formal resignation letter. This provides a written record of your decision and ensures that there is no misunderstanding about your intention to leave.

Conclusion

Resigning from a job is a significant decision, and choosing the right method is crucial. While resigning by phone might be necessary in certain circumstances, it’s important to weigh the pros and cons carefully and consider alternative options. By following the steps outlined in this guide, you can navigate the process professionally, respectfully, and effectively, ensuring a smooth transition for both you and your employer. Remember to always maintain a professional tone, provide adequate notice, and follow up with a written confirmation email. By doing so, you can leave your job on good terms and maintain positive relationships with your colleagues and your manager.