Resignation letters are rarely graceful moments. They are severe and come with the long-term consequences of saying goodbye to a job you love and the friends you made during years of service. There’s no good way to say it best that we have found for you. The 7 ways below will hopefully make leaving easier for everyone involved so that everyone can move on to their future together in peace.
Here are ways how to accept a resignation letter
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Don’t be surprised
While it may make you feel better, it is not a good idea to try and surprise the person that is leaving with a present or an award. After they have handed in their resignation letter, they will already be too busy thinking about their next move. They know you wouldn’t be doing this if you weren’t expecting them to hand in a resignation letter so save everyone some embarrassment and just accept their resignation as fact now rather than later.
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Stay civilised
You are essentially accepting their resignation from your position as a polite and respectful thing to do. It is not rude of you to ask them why they have decided that it is time for them to move on and what their plans are for the future. Some people who will leave you will take with them only their desk and a few other personal belongings. Others may want money or something more substantial for leaving but whether you decide to offer anything or not, you are being polite by asking if there’s anything else they need from you.
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Show them respect
It is very important that you show the person who is leaving some respect. As I said above, they are obviously leaving their job for many years due to personal reasons, so they shouldn’t be insulted. By doing this, you are telling them that you can see why they wish to move on and that you understand things beyond your position in their life. Respectfully thanking them for all the hard work they have done in your life will make them feel valued within their workplace which may make it easier for them to leave on good terms if this does not happen now.
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If they give you a parting gift, take it
Many people have resigned gifts from their boss or colleague as a symbol of their appreciation for all the hard work. It’s nice for them to do this but as I said above, you are not expected to reciprocate in any way. If you accept the gift and then decide not to follow through with the resignation, it may make these people upset so just take their parting gift. You don’t have to give it a second thought and if someone else asks you why you accepted the gift from them, tell them that it was a gesture of appreciation without any strings attached.
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Don’t make assumptions
While the person who resigns may have told you their plans, you can never be sure that these are the only ones they have. Don’t assume you know what their plans are for the future and how soon they will be able to change it. Many people quit their job without having anywhere else to go or any other job offer in place. By assuming that a person has found alternate employment, you could be upsetting them when in fact there is nothing for them to return to. When accepting a resignation letter from someone, never make an assumption about what their plans are for the future unless they specifically tell you.
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Be reasonable
While it can be tempting to keep the job they were doing for you, take a moment and look at it from their point of view. If they were offered a new job elsewhere, why would you want to stand in their way? You must understand that no matter how much they are getting paid to work for you, it is still not enough for them to give up their next move and for you to replace them. Reasonable people will only ask what your intentions are after accepting their resignation and if you have none, this may make them very upset. By keeping an open mind when accepting a resignation letter from someone, you will avoid upsetting them even more than necessary.
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Don’t be anxious
The best way to accept a resignation letter from someone is to be as calm as possible and not make any hasty decisions. If you are worried about getting fired or how the transition is going to go, you are probably not the person they would want working for them and should not accept their resignation. By being respectful, accepting the gift with no strings attached and gauging their reaction before taking any action, you will feel less anxious about the situation and be able to keep your emotions under control.
Conclusion
By following these easy steps, you will be able to accept resignation letters from employees or colleagues much easier. No matter what the reason for their resignation is, you will feel more relaxed by accepting their resignation and not making any assumptions about why they want to leave your company. This will make it easier for you and them to part amicably.