Guide to Resigning from Your Job
How to leave your current position professionally and gracefully.
From notice period to final day.
Why Leaving Well Matters
How you leave a job is just as important as how you perform in it. The tech industry is surprisingly small, and you'll likely cross paths with former colleagues, managers, and companies throughout your career. A professional departure protects your reputation and keeps doors open for the future.
This guide covers the entire resignation process, with specific considerations for working in Japan where professional relationships and proper procedures are especially valued.
Before You Resign: Preparation Checklist
Secure Your Next Position First
Ideally, don't resign until you have a written offer from your next employer. Verbal offers can fall through. Make sure you've signed the offer letter and confirmed your start date before giving notice.
Review Your Employment Contract
Check your contract for the required notice period (typically 2 weeks to 1 month in Japan), any non-compete clauses, bonus repayment requirements, and procedures for resignation. Understanding these terms prevents surprises.
Calculate Financial Matters
Understand your final paycheck timing, unused paid leave (you're entitled to use it or receive payment), any pending bonuses, stock vesting schedules, and retirement account (401k/pension) procedures.
Back Up Personal Data
Remove any personal files, contacts, or notes from company devices before resigning. Once you give notice, you may lose access to systems. Don't take any company confidential information.
Understanding Notice Periods in Japan
Legal Requirements
Under Japanese labor law (Civil Code Article 627), employees with indefinite contracts can resign with 2 weeks notice. However, many employment contracts specify a longer period (commonly 1 month). Check your contract first.
Legal minimum: 2 weeks
Common practice: 1 month
Senior positions: 2-3 months often expected
Can They Refuse Your Resignation?
No. In Japan, employees have the right to resign. The company cannot legally prevent you from leaving after the notice period. However, leaving without proper notice could affect references and, in extreme cases, lead to claims for damages. Always aim for a professional departure.
Using Remaining Paid Leave
You have the right to use your remaining paid leave during your notice period. Many employees work for 2 weeks and use their remaining leave for the rest. Discuss this with HR. Some companies may offer to buy out unused leave instead.
How to Have the Resignation Conversation
Step 1: Schedule a Private Meeting
Request a private meeting with your direct manager. Don't do this in a public space or casually. Say something like: "Do you have 30 minutes to meet privately? There's something important I'd like to discuss."
Step 2: Be Direct and Professional
Get to the point respectfully. Here's a template:
"Thank you for making time to meet. I've made the decision to move on from [Company]. I've accepted a position at another company and would like to give my formal notice. My proposed last day would be [date], which gives [X weeks] for transition. I'm committed to making this handover as smooth as possible."
Step 3: Prepare for Questions
Your manager will likely ask questions. Be prepared:
- Q: "Where are you going?" - You can share or not, your choice.
- Q: "Is there anything we can do to keep you?" - Have your answer ready.
- Q: "Can you extend your notice?" - Negotiate if needed.
Step 4: Follow Up in Writing
After the verbal conversation, submit a formal written resignation letter to your manager and HR. This creates a paper trail and confirms the agreed-upon last day.
Writing Your Resignation Letter
Resignation Letter Template
[Date]
To: [Manager's Name], [HR Department]
Subject: Resignation Notice
Dear [Manager's Name],
I am writing to formally notify you of my resignation from my position as [Job Title] at [Company Name], effective [Last Working Day].
I have appreciated the opportunities for professional growth during my time here. I am committed to ensuring a smooth transition and will do everything possible to complete my current responsibilities and document my work for my successor.
Thank you for your support and the experiences I've gained. I wish the team continued success.
Sincerely,
[Your Name]
[Employee ID if applicable]
Japanese Format (退職届)
For traditional Japanese companies, you may need to submit a formal 退職届 (taishoku-todoke). This is a more formal document with specific formatting. Ask HR for their required format or template.
Resignation Timeline
2-3 Months Before
- Secure your next job offer in writing
- Review your employment contract for notice period
- Check for any restrictive clauses (non-compete, etc.)
- Calculate your remaining paid leave
- Start organizing your work documentation
1 Month Before
- Schedule a meeting with your direct manager
- Prepare your resignation letter
- Plan your transition handover
- Inform HR after telling your manager
- Confirm your last day and remaining leave
Final 2 Weeks
- Complete handover documentation
- Transfer knowledge to colleagues
- Return company equipment
- Collect personal items
- Send farewell messages to colleagues
Last Day
- Submit final handover materials
- Return all company property (laptop, keys, cards)
- Confirm receipt of necessary documents
- Exchange contact information with close colleagues
- Leave on good terms
Common Resignation Mistakes to Avoid
Telling colleagues before your manager
Your manager should hear it from you first. Finding out through gossip damages the relationship.
Burning bridges or being negative
The tech industry is small. Your reputation follows you. Leave professionally.
Checking out mentally during notice period
How you leave is remembered. Maintain your work quality until the last day.
Not getting everything in writing
Verbal agreements about final pay, unused leave, etc. can lead to disputes.
Handling Counter-Offers
Should You Accept a Counter-Offer?
When you resign, your employer may offer more money, a promotion, or other incentives to stay. Statistics show that most people who accept counter-offers leave within 12-18 months anyway. Consider carefully:
Risks of Accepting
- - The underlying reasons you wanted to leave often remain
- - Your loyalty may be questioned going forward
- - You may be first in line during layoffs
- - The new company offer disappears
When It Might Work
- - Your only reason was salary, and it's truly fixed
- - The counter-offer addresses root issues
- - You genuinely prefer to stay
- - The new opportunity isn't significantly better
Pro Tip: If money was your main concern, you should have negotiated a raise before job searching. Counter-offers are often band-aids, not solutions.
Documents to Collect Before Leaving (Japan)
In Japan, you'll need several documents from your employer for tax purposes and to start your new job:
- 源泉徴収票 (Gensen Choshu-hyo)
Tax withholding slip - needed for year-end tax adjustment
- 雇用保険被保険者証 (Koyo Hoken Hi-hokensha-sho)
Employment insurance certificate
- 年金手帳 or 基礎年金番号通知書
Pension handbook or basic pension number notification
- 離職票 (Rishoku-hyo)
Separation notice - needed if claiming unemployment benefits
- 退職証明書 (Taishoku Shomei-sho)
Certificate of resignation - may be required by new employer
Exit Interview Tips
Good Approach
- Be diplomatic and constructive
- Focus on your growth and new opportunity
- Express genuine gratitude for positives
- Offer constructive feedback if asked
Avoid
- Venting frustrations or complaining
- Criticizing specific individuals
- Revealing your new salary
- Making threats or ultimatums
Your Last Day Checklist
- Complete all handover documentation
- Return all company property (laptop, phone, keys, ID card)
- Remove personal items from your desk
- Delete personal accounts from company devices
- Get HR confirmation of final pay date
- Collect all required documents
- Exchange personal contact info with close colleagues
- Send a professional farewell message
Ready for Your Next Chapter?
Leave well, and the door will always be open for the future
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