Deciding not to renew your contract can be a complex decision based on a number of both professional and personal factors. So, when you’ve decided renewing is not for you, how do you handle this conversation without a negative impact on your professional relationships and future opportunities?

Whether you’re seeking new challenges, a career change, a better work-life balance or just a different geographical location, leaving your job on good terms is crucial. 

Here is insight on leaving on good terms after declining a contract:

1. Give ample notice

One of the most important factors for leaving on good terms is giving your employer sufficient notice. Leaving your current employer in the lurch affects everyone by leaving them shorthanded and scrambling to adjust work schedules and cover shifts.

Check your contract to determine the notice period required. Typically, its 60 to 90 days, but depending on your industry, it may vary. By providing enough time, you allow your employer to begin the search for your replacement and maintain workflow continuity. This also shows respect for the organization and helps prevent any strain on your professional relationships.

2. Be honest but diplomatic

When approaching your employer, it’s essential to be clear and transparent about your decision not to renew. While you don’t have to provide an exhaustive explanation, sharing your reasons diplomatically will help the conversation go smoothly. Focus on factors like career growth, exploring new opportunities or personal changes rather than criticizing the company or management. This will help maintain a positive tone and avoid burning bridges. 

Here is some phrasing you can use:

  • “I’ve had a great experience working here, but I’ve decided not to renew my contract to pursue new opportunities that align more with my long-term goals.”
  • “I’ve loved working with this team, and this decision wasn’t easy, but I feel it’s the right time for me to explore a new career direction.”
  • “I appreciate this opportunity so much, but I’d like to pursue an opportunity in an area closer to family.”

3. Show appreciation

Highlight the positive experiences you’ve had, what you’ve learned and the opportunities the company has given you. Expressing gratitude is key to leaving on good terms. This shows, while you’ve made the decision to leave, you recognize and appreciate the value the company provided. A little appreciation can go a long way in preserving a good working relationship. 

Here are some ways you can express your appreciation:

  • “This role has been instrumental in helping me grow professionally, and I appreciate the guidance I’ve received.”
  • “I’m grateful for the opportunities I’ve had here and for all the support the team has offered.”

4. Offer support during the transition period

If possible, offer to help with the transition process. This might mean training your replacement, documenting your processes or simply being available for questions after you leave. Offering assistance shows you’re committed to the company’s success even after your departure and leaves a lasting positive impression.

A proactive offer could sound like:

  • “I’d be happy to assist in the transition process, including helping train my replacement.”
  • “I can create a document outlining key processes to ensure a smooth handover.”

5. Keep your tone positive

Always avoid venting frustrations or making conversation about what went wrong. Even if you’ve faced challenges in your role, keep the tone of your conversation positive and professional. Make certain you frame your departure as a strategic step for your career while acknowledging any positive aspects of the job. A calm, professional demeanor will help you maintain a good reputation.

Phrases to consider:

  • “While this is a change for me, I remain grateful for the experiences I’ve had in this position.”
  • “I’ve enjoyed working here, and I’m excited for my next steps.”

6. Provide a written notice

After the conversation, follow up with a written notice confirming your decision not to renew the contract. This formalizes your decision and gives your employer a clear reference point for your departure timeline. Keep the letter brief, professional and to the point, restating your intention not to renew and expressing your appreciation of the opportunity.

Here’s what that letter could look like:

  • “This letter serves as formal notice that I will not be renewing my contract, which ends on [date]. I’ve enjoyed working with [organization’s name], and I am grateful for the experience and opportunities.”

7. Stay professional until the end

Once you’ve given your notice, it’s crucial to maintain your professionalism throughout the remainder of your time with the company. Continue to fulfil your responsibilities to the best of your ability, participate in transition efforts and remain engaged. Avoid the temptation to “phone it in” during your last days. 

Your professionalism in your final days will leave a lasting positive impression and may lead to future opportunities, recommendations or even a return to the company down the road. Remember, while first impressions are important, that last impression will be the freshest in people’s minds.

Not renewing your contract doesn’t have to mean burning bridges. By approaching the conversation with honesty, professionalism and appreciation, you can leave your current job on positive terms. Handling your departure will assure you maintain valuable connections and leave the door open for future opportunities.

For more information on physician contracts, visit the PracticeLink Resource Center at PracticeLink.com/resource-center/