GUIDE · RESIGNATIONS
What to say when an employee resigns (and what to do next)
A resignation often lands as a surprise and, for many managers, a small personal blow. How you react in the first minute matters: it shapes the rest of their notice period, what they say about the team after they leave, and whether they would ever come back.
Here is what to say, what to avoid, and how to handle the weeks that follow.
The first minute
Avoid reacting with frustration, guilt (“after everything we’ve done for you”), or an immediate counter-offer. Take a breath; you can think about next steps later.
Thank you for telling me directly. I’m sorry to be losing you, and I’m glad for you.
Can you tell me a bit about what you’re moving to?
Let me take a day to think about the handover, and we’ll plan it together.
Should you make a counter-offer?
Sometimes, but rarely straight away. If pay was the only reason and they are someone you would have promoted anyway, a counter-offer can work. If they are leaving because of the work, the growth or the relationship, money usually only delays the next resignation.
Ask first: “Is there anything that would have changed your decision?” The answer tells you whether a counter-offer makes sense, and what to fix for the rest of the team.
Telling the team
- Agree with the person how and when it will be announced, and let them tell close colleagues first if they want to.
- Keep the message positive and short: where they are going, their last day, and how their work will be covered.
- Expect questions about workload. Be honest about the plan, even if it is not finished yet.
A good handover
- List their recurring tasks, key contacts and anything only they know how to do.
- Pair them with whoever is taking over for the last two weeks, rather than relying on a document.
- Ask for an honest exit conversation: what should the team keep, and what should change?
- Thank them publicly on their last day. People remember how they were treated when they left.
What it might be telling you
One resignation is normal. Several from the same team in a few months is a pattern. Look at what the leavers had in common: workload, growth, pay, or their manager. Then hold stay conversations with the people who are still there.
Free tools for this
Frequently asked questions
What should a manager say when an employee resigns?
Thank them for telling you directly, say you are sorry to lose them and glad for them, ask about their next role, and agree to plan the handover together. Avoid reacting with frustration or an instant counter-offer.
Should you counter-offer an employee who resigns?
Only if pay was the main reason and they are someone you would have rewarded anyway. If they are leaving because of the work, growth or relationship, a counter-offer usually only delays their departure.
How do you tell the team someone is leaving?
Agree the timing with the person, keep the message short and positive, explain how their work will be covered, and be honest about the workload plan.
One-minute lessons on this
TOPIC 04The quiet sign an employee may be preparing to leave
TOPIC 03Why younger employees leave within their first year
TOPIC 51How your first reaction to bad news shapes what you hear next
TOPIC 44Why being the only one who knows how isn’t job security
TOPIC 29The colleagues you always turn to, and what it costs the rest
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