You walk into work. One of your top performers requests a private chat. You know what’s coming — and it hits harder than expected:
“I’m resigning.”
No matter how experienced you are, a resignation can feel personal, especially when it’s from someone you trust, rely on, or never saw coming.
But how you respond in that moment — and over the following weeks — can significantly impact:
- Your employer brand
- The morale of your team
- Your ability to retain and attract talent
Here’s how to manage resignations with grace, strategy, and long-term business thinking.
Step 1: Don’t Panic — and Don’t Guilt Trip
It’s normal to feel disappointed or even frustrated. But this is not the time to emotionally react, interrogate, or try to guilt the employee into staying.
Instead:
- Thank them for their contribution
- Ask when their resignation is effective
- Confirm whether they’re providing a written notice (you need it for records)
- Avoid talking about next steps just yet — give it 24 hours to plan a considered response
A poor first reaction can destroy years of goodwill.
Step 2: Ask the Right Questions
Once the initial conversation is over, book a follow-up meeting within a few days to explore:
- Why they’re leaving (don’t push if they’re not ready to share)
- What feedback they’re willing to give
- Whether they’re open to an exit interview
- Whether they’d consider returning in future
Even if they don’t say much now, leaving the door open can benefit you later.
Boomerang hires are on the rise — but only if the relationship ends well.
Step 3: Know When (and When Not) to Make a Counteroffer
Counteroffers are tricky. They can be powerful if used correctly — or damaging if reactive.
Ask yourself:
- Is this person truly aligned with our culture and future plans?
- Are they leaving due to factors we can change (e.g. pay, flexibility, recognition)?
- Will keeping them affect others’ perception of fairness or consistency?
Research shows that over 80% of employees who accept counteroffers leave within 6 months anyway. If you’re considering one, do it with eyes wide open.
Sometimes the best move is to let go gracefully.
Step 4: Communicate Internally — But Thoughtfully
Once the resignation is accepted:
- Inform their manager, team, and key stakeholders with professionalism
- Avoid gossip or speculation — stick to facts
- Frame it positively: “Alex is moving on to a new opportunity, and we’re grateful for their contribution.”
Also clarify the next steps: who will take over key tasks, and when a replacement will be hired.
This is critical for protecting team morale.
Step 5: Run a Proper Offboarding Process
Your offboarding checklist should include:
- Exit interview scheduling
- Final pay and entitlements calculation
- Handover of work, clients, or projects
- Return of equipment and access removal
- Farewell announcement or acknowledgement
A respectful exit process helps employees leave on good terms — and keeps your employer brand intact.
Need help creating one? Ingenious People works with businesses to design and automate professional offboarding workflows that preserve reputation and reduce friction.
Step 6: Capture Exit Data (and Actually Use It)
If your business conducts exit interviews but does nothing with the insights, you’re missing a huge opportunity.
Use this data to:
- Spot patterns of turnover in specific teams or leaders
- Adjust your EVP or recruitment messaging
- Build a stronger retention strategy for current staff
Even if it’s anecdotal, one resignation can be a spark that highlights deeper issues.
Step 7: Celebrate and Say Goodbye — Professionally
Good leavers deserve recognition. A simple thank-you post, handwritten card, or team send-off goes a long way. It shows respect and maturity.
Even if the departure stings, professionalism wins every time.
Final Word
Employee turnover is inevitable. What’s not inevitable is how your business responds.
A strong resignation process:
- Strengthens your brand
- Builds alumni goodwill
- Protects remaining team morale
- Shows other employees that people are valued at every stage — including the exit
If you’re not confident in your process — or keep getting blindsided — it might be time to rethink how you’re managing the full employee lifecycle.