How to communicate your resignation to your Japanese boss?

In order to resign from your employer amicably, the timing of when you initiate the conversation and the way you communicate the reasons for resigning are very important. There are many points to keep in mind when negotiating your resignation to avoid problems such as worsening relationships or not being able to resign on the desired date. In this article, we will mainly assume that you are resigning in preparation for a new job, and explain the key points to make your resignation go smoothly, such as when to tell your employer and how to give reasons for changing jobs so that the company will not hold you back. Please also refer to the example sentences.

• When and to whom should I tell what? When is the right time to start your resignation?

Once you receive a letter of offer from the company to which you have applied and have formally accepted the offer, inform your immediate supervisor of your intention to resign as soon as possible. Once you have obtained their agreement, you can begin the actual resignation procedures. First, let's confirm "when," "to whom," and "contents" for communicating your intention to resign.

After receiving an offer of employment, you should inform your employer of your intention to resign at least one month before you leave. This is because it is better to act well in advance of your desired date of resignation in consideration of handover and greetings to business partners. Depending on the company, the number of days prior to the desired date of resignation may vary (generally from one to three months prior to the desired date). This is stated in the employment regulations, so be sure to check them in advance.

In addition, negotiating resignation after a new organizational structure has been decided or announced can be burdensome, as it can reduce the motivation of current members and cause readjustments in personnel assignments. If possible, avoid announcing your resignation immediately after the reorganization or personnel transfer is announced.

Aim for a date and time when your immediate supervisor and others around you are not too busy. The resignation will cause the company no small amount of trouble, so it may be easier for them to accept your resignation if it is announced when they are also mentally at ease.

Also, inform your boss of your resignation only after you have received a letter of offer from the company to which you are applying and have formally accepted the offer. Since there are rare cases in which a verbal job offer is at the stage of not having been approved, there is a risk that the job offer will be rescinded.

When informing your immediate supervisor of your resignation, it is fundamental that you first offer your resignation to him or her. When doing so, please make sure to make time for a private meeting and proceed verbally. Your immediate supervisor is the person who supervises and manages your daily work. Therefore, chiefs and leaders who do not have the authority to make personnel decisions are also eligible.

Once you have reached an agreement with your supervisor, the general procedure is to report back to your section manager, department manager, or other higher-ranking personnel, and finally to the person in charge of the Human Resources Department. Once you have reached an agreement with your immediate supervisor, you should discuss the arrangements, including whether you or your supervisor will inform the higher-level manager.

In some situations, such as when teleworking, it may be difficult to meet face-to-face, so in an increasing number of cases, the information is communicated via web conferencing tools or telephone.

• What do you tell them? Intention to resign and desired date of resignation are musts.

Once you have set a date and time to inform your supervisor of your resignation, you should organize what you will tell him or her.

• Your intention to resign.
• Major reasons for resigning.
• Plans for changing jobs and expected start date (if a new job has already been decided).
• Desired date of retirement.
• Status of the business you are involved in.

*You do not need to dare to tell us the following information.

• Negative reasons for resigning, dissatisfaction with the company.
• Specific company name, etc.
• Plans after leaving the company (if you have not yet decided on a new job).

The first important thing is to communicate your "intention to resign. After that, you should start with your desired date of resignation and the status of the duties you are in charge of, while keeping an eye on your boss. The following is an explanation of the key points to consider when communicating each of these points.

• Communicate a strong intention to resign.

First, the most important point when informing someone of your resignation is to make them believe that you have a strong intention to resign and that there is no room for retraction. Assume in advance that you will be stopped, and continue to tell them, "I appreciate you stopping me, but I will not change my intention to resign.

Bosses have a lot of experience, and they may take a variety of measures to keep you from leaving. It is important not to try to convince them with logic, but to show that you will not waver no matter what they say.

• Give reasons for leaving that are difficult to retain.

What are the reasons for leaving that are difficult to retain?

• The company has a positive wish to do something that it cannot achieve in its own company.
• Unavoidable reasons, such as poor health, are easily communicated to upper management by supervisors.
• The reasons are clear and unambiguous.
• Dissatisfaction with the company is not the primary reason.

Pushing through with only "for personal reasons" or giving reasons for resignation that are dissatisfied with the company may result in prolonged retention. In some cases, it may also cause a deterioration in the personal relationships that have existed up to that point, making it difficult to smoothly coordinate the handover and resignation. Try to use as clear and positive language as possible.

Some people give a different reason than the actual one because it is difficult to convey their true feelings, but this is not recommended because it can be a lie to colleagues and junior staff, and especially if you are in a close industry, it may be discovered unexpectedly. Everyone has multiple reasons for leaving a company, so it is safe to choose the one that is easiest to give and the one that is most likely to be accepted.

This article has been written with the utmost care, but may differ in some respects from the actual situation. Please ask your company or local government for the latest information.

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