How to resign professionally in Kenya: notice, final dues and references

How you leave a job matters almost as much as how you start one. Kenya's job market is smaller than it looks, and former managers become referees, clients and future colleagues. Resigning properly protects your reputation and your money.

Do not resign until the new offer is signed

A verbal offer or an email saying "we would like to offer you" is not enough. Wait for a signed offer letter or contract with the start date, pay and terms you agreed. Background checks and references sometimes finish after the offer, so check whether yours is conditional.

How much notice to give

Check your contract first, because it usually sets the notice period. Where the contract does not, the Employment Act, 2007 sets minimums based on how often you are paid. For employees paid monthly, the minimum is 28 days' written notice. Many contracts, especially for senior roles, require one to three months.

Either party can pay salary in place of notice. If you want to leave sooner than your notice period, ask your employer whether they will agree to an earlier date or whether you can pay in lieu. Do not simply stop turning up.

Writing the resignation letter

Keep it short, polite and factual. Include:

• The date of the letter
• A clear statement that you are resigning from your position
• Your intended last working day, based on your notice period
• A brief thank you
• An offer to help with the handover

"Please accept this letter as notice of my resignation from the position of Senior Accountant. In line with my contract, my last working day will be 30 November. Thank you for the support and experience I have gained here. I will make sure my work is fully handed over before I leave."

You do not need to explain why you are leaving. If you have complaints, raise them separately and calmly, perhaps in an exit interview.

Handing over well

• Write a handover note listing ongoing work, deadlines, contacts and where files are kept.
• Return company property such as laptops, phones, ID cards and keys, and get a signed acknowledgement.
• Complete the employer's clearance process.
• Do not copy confidential company files or client lists when you leave.

Your final dues

When you leave, you are usually owed:

• Salary for the days worked up to your last day
• Pay for annual leave you earned but did not take
• Any other contractual payments, such as a pro-rated bonus where your contract provides for one

Your employer can deduct amounts you genuinely owe, such as an outstanding salary advance, but should show the calculation. Ask for a final payslip.

Certificate of service

Under the Employment Act, an employer must issue a certificate of service to an employee whose contract ends, if the employee worked for four consecutive weeks or more. It states the employer's name and address, your name, the dates you worked, your job and the wages you were last paid. Keep it with your other documents. New employers often ask for it.

References

Before you leave, ask your manager whether they would be willing to act as a referee and how they prefer to be contacted. A positive final few weeks makes that request easy.

This guide summarises general rights under Kenyan law. It is not legal advice for your situation.