How to resign from a job when your manager is not in the Office

You have just signed and accepted a new employment offer and now are ready to turn in your resignation and commence serving your notice period. However, if your manager is currently on leave or works remotely, you may find yourself in a bit of a quandary. What steps should you take to ensure that you handle this situation professionally and respectfully?

It is always best practice to give notice in person, as this demonstrates professionalism and respect for your manager and the organization. If your manager is expected to return in a day or two, and you can afford to wait, that would be the ideal scenario. This allows for a more personal conversation where you can discuss your decision face-to-face, which is often more effective for conveying your thoughts and feelings.

However, the situation may not always align with your preferences. If your manager is working remotely or is on vacation but still reachable, it is important to take the initiative to communicate your need to discuss your resignation. In such cases, sending a quick email or message can be an effective way to initiate this conversation. You might write something like, “I hope you’re enjoying your time off. I have something important that I need to discuss with you. Do you have some time for a quick call?” If you are interrupting their vacation, it is courteous to apologize for the disturbance, acknowledging their time away from work.

Once you have secured a time to speak, whether it be over the phone or through a video call, it is crucial to articulate your reasons for leaving in a clear and descriptive manner. This will help to ensure that your message is understood and appreciated, as sometimes the nuances of such discussions can get lost in translation. Be prepared to discuss your motivations, whether they are related to career advancement, personal growth, or other factors that influenced your decision. This transparency can help maintain a positive relationship and may even leave the door open for future opportunities.

After your initial conversation, it may be beneficial to follow up with your manager once they return to the office. This follow-up meeting can serve as an opportunity to discuss a transition plan, which is essential for ensuring a smooth handover of your responsibilities. By proactively addressing this aspect, you demonstrate your commitment to the team's success and make the process easier for your manager. This can also alleviate any potential stress or disruption caused by your departure.

If your boss is away and truly unavailable—perhaps they are on a holiday with little or no mobile coverage or email access—the situation becomes more complex. In this case, it would still be advisable to attempt to reach them via a phone call from your mobile. Additionally, sending a "Need to Speak Urgently" email can serve as a formal notification of your intention to resign. If you find that you cannot reach your manager at all, you might consider approaching their supervisor or another relevant individual within the company to inform them of your decision. This step can help you start laying the groundwork for a transition plan, ensuring that your responsibilities are managed effectively during your notice period.

While it is understandable that your manager may not appreciate this approach when they eventually gain access to their messages, taking these proactive steps can help mitigate any negative feelings. By putting together a well-thought-out transition plan in advance, you can demonstrate your professionalism and respect for the team, making it clear that you are committed to leaving on good terms, despite the circumstances of your departure.