Resigning with Professionalism: A Guide for a Smooth Transition

Timing Your Resignation

The first step in resigning from your job is to consider the timing. In Malta, the required notice period for terminating employment during a probationary period is one week, if the length of service is longer than one month. For indefinite contracts that extend beyond the probation period, the notice period is calculated based on the employee’s continuous length of service. 

For more than one month but not more than six months, the notice period is one week; for more than six months but not more than two years, it is two weeks; for more than two years but not more than four years, it is four weeks; for more than four years but not more than seven years, it is eight weeks; and for more than seven years, an additional one week for every subsequent year of service up to a maximum of twelve weeks. It is important to check your employment contract or company policy, as well as the relevant employment law, to ensure you provide the appropriate notice period. Giving your employer ample notice allows for a smooth transition and demonstrates your commitment to the organisation.

Crafting Your Resignation Letter

The resignation letter is a crucial document in the resignation process. It should be concise, polite, and to the point. Begin by stating your intention to resign, including the effective date of your last day of work. Avoid going into lengthy explanations or airing any grievances; instead, focus on expressing your gratitude for the opportunities you have had and your well-wishes for the company’s future.

Remember to keep the tone of your resignation letter professional and positive. Avoid any negative language or emotional outbursts, as this can damage your professional reputation. If you are leaving on good terms, you may even consider offering to assist with the transition or provide a recommendation for your successor.

Informing Your Manager

Once you have drafted your resignation letter, the next step is to inform your manager. Schedule a meeting, either in person or virtually, to have a candid conversation about your decision to leave. This meeting should be a respectful and constructive dialogue, where you can express your appreciation for the experience you have gained and your reasons for moving on. During the meeting, be prepared to discuss any outstanding projects or responsibilities, and offer to assist in the transition process. This demonstrates your commitment to the organisation and your professionalism. Additionally, be open to any feedback or questions your manager may have, and respond with empathy and understanding.

Handling the Transition

After informing your manager, you will need to work on the transition process. This may involve training or documenting your work to ensure a smooth handover to your successor or the team. Be proactive in this process and work closely with your manager and colleagues to ensure that all outstanding tasks are completed or properly handed off. It is also important to maintain a positive attitude and continue to perform your duties to the best of your ability during your remaining time at the company. Avoid the temptation to “check out” mentally or physically, as this can leave a negative impression and potentially burn bridges.

Maintaining Professionalism

Even after you have officially resigned, it is crucial to maintain a professional demeanor. Avoid gossiping about your former employer or colleagues, and refrain from airing any grievances on social media or in public. Remember that your professional reputation can follow you throughout your career, so it is important to leave on a positive note. Additionally, be prepared to provide references or recommendations for future job opportunities. Your former employer may be contacted, and it is important that they have a positive impression of your work and character.

Conclusion

Resigning from a job can be a challenging process, but by following these steps, you can ensure that you leave your current employer on a positive note. Remember to be proactive, respectful, and professional throughout the entire resignation process. By doing so, you will not only maintain your professional reputation but also leave the door open for future opportunities and collaborations.