Coaching Candidates Through a Professional Resignation

Coach the candidate to resign only after the offer is signed and any conditions have cleared, with a short letter and a brief conversation with their manager in person or on video. Help them plan the notice period and handoff, keep them from burning bridges, and stay in close touch until their first day. A clean resignation protects the candidate's reputation and your placement.

When should the candidate resign?

After they have a signed offer and any conditions, such as a background check, have cleared. Resigning on a verbal offer puts the candidate at risk if something changes. Agree on the date together, and ask them to tell you as soon as it's done.

Before they resign, ask the candidate to review any employment agreement for notice requirements, non-solicitation or other obligations. If something is unclear, they should talk to a lawyer. You can flag the question, but don't give legal advice.

What goes in the resignation letter?

Keep it short and positive. It should include:

• A clear statement that they're resigning
• Their last working day
• A brief thank-you
• An offer to help with the transition

Leave out the reasons for leaving, complaints and details about the new employer. The letter goes in their file and may be read by people they'll work with again.

An AI tip: give the candidate a simple template, or ask an AI assistant to draft one from their last day and their manager's name. The candidate should edit it so it says only what they mean before it goes out.

How should the resignation conversation go?

1. Tell their direct manager first. In person or on video, not by email or text. Colleagues should hear it afterward.
2. Keep it brief. Thank the manager, state the decision and the last day, and hand over the letter.
3. Don't debate the reasons. "It's an opportunity I'm excited about" is enough.
4. Offer a transition plan. What they'll finish, document and hand off before they leave.

If the manager responds with a counteroffer, the candidate should already know how they'll answer. Cover that well before resignation day using our guide to preparing candidates for counteroffers.

How long should the notice period be?

Two weeks is a common standard in the US, and senior roles often need longer. An employment agreement or local norms may set a different period. Agree on the start date with your client before resignation, with enough room for the notice period. If the employer asks the candidate to leave right away, tell the client so they can decide whether to move the start date up.

How does the candidate stay professional during notice?

• Keep working at full effort and finish what they promised.
• Stay constructive in exit interviews. Feedback is fine. Venting isn't.
• Return company property and leave files organized.
• Don't take company files or customer contacts.
• Hold off on public announcements, including on LinkedIn, until the new employer is ready.

How does the recruiter stay involved?

Call the candidate the day they resign and a few times during the notice period. Those are the moments when second thoughts and pressure from the current employer peak. Log each call so you know when you last spoke. Keep the client informed too, so the hiring manager can send a welcome note before the first day.