Resignation letter - how to write a resignation letter

So you're handing in your resignation? Well assuming they don't escort you off the premises straight away, they will probably ask you to hand in your resignation letter. Clearly you can't say, "I hated my boss, I was offered more money elsewhere" when writing a letter of resignation! Well, you could, but you would end up burning some bridges.

This article will cover how to write a resignation letter so you don't end up killing your career a few years down the line!

An example of why you need to write a good resignation letter

A hypothetical situation.

You are in a job you hate. Your boss is a tyrant and the pay sucks. So you start looking for another job and after a while of ducking out for interviews, you are made an offer.

Screw the boss. You walk out without a word - you don't leave a resignation letter.

That's fine at the time, but a few years down the line, your new employer has expanded and you have been promoted. You are going for a new contract for the firm which will mean big money (and big commission). You head out to meet your new potential client and who are you faced with? Your old boss, now in charge of a new department / company / whatever.

Many careers these days are built and broken on personal relationships, so by writing a letter of resignation when you leave a job can help protect possible future relationships.

In the short term, writing a letter of resignation can ensure you receive a decent reference from your ex-employer.

How to write a resignation letter

Writing a letter of resignation can be tough. You are handing in your resignation for a reason - either you don't like your job or you have be offered a better one.

So it's going to be tough to try and write an amicable letter that won't anger your boss. A lot of employers do take a personal interest in their staff and can take it as a personal failure if a valued member of staff leaves. Remember, they also have to report to their boss and explain why their team / department / office is a member of staff down.

Your aim when writing a letter of resignation should be to create a document which your boss can hold in his / her hand and feel absolved of any blame or fault over your departure.

It doesn't matter that they were wrong! You need to put your personal feelings behind you - now isn't the time to say what you "really" feel! (that's the Xmas party - joke! :P)

Some areas you should cover when you write your letter of resignation:

• Thank your employer for your time there.

• Explain briefly why you are leaving.

• If your reasons for leaving are going to cause more ill-feeling then make something up!

• If you can't think of anything then just use the catch-all excuse of being offered a better package elsewhere!

• REMEMBER! "Always forgive your enemies....nothing annoys them so much." - Oscar Wilde. As much as you want to shout and scream at that boss who you hated, thanking them, even apologising for your behaviour can be the sweetest revenge! ;) And it doesn't hurt your career!

Example of a resignation letter

It's hard to come up with an example of a resignation letter, because like covering letters and CV or resumes, they are fairly personal documents. But there are some general points you can remember.

• Personal opening. You know your bosses name, so use it. Open your letter with Dear John, etc.

• Get to the point. Your opening sentence (and subject line) should be brief and to the point. Subject: Letter of Resignation

• Briefly state your reasons. Note the points in the previous section about this.

• Make sure you have tied up loose ends. If you have work that someone will need to take over, create a separate document to attach to your resignation later which lists important stuff like urgent work or passwords, etc.

• Offer to stay a reasonable amount of time. More often than not, it won't be taken up on, but it is a good parting gesture to make. Offering time to train up a replacement (or hire one) is a good way for your employer to remember you (ie, as oppose to just walking out).

• End professionally. Thank your employer for your time with the company, stating how much you appreciate it.

Your resignation is a fragile period of time. Writing a resignation letter isn't easy - you need to handle it professionally or it could have a serious impact on your career in the future.

Resignation Tips - Cover Your Bases!

Here I give you some common sense advice and tips to follow when resigning from your job.

It has been said that the average person changes jobs six times in a lifetime. If you are on the verge of one of these job changes the following 8 quick resignation tips will help you to leave with a lasting positive impression.

Resigning? - Make Sure To Cover Your Bases On The Way Out!
1. - Breaking The News To Your Boss
You should resign in person to your boss. Present a copy of your resignation letter. Be simple, direct and most importantly respectful. The only reason you should give for leaving is that you have decided to take another position or purse other opportunities. No matter how unhappy you were with conditions at your present job, hold these feelings in check. Most importantly, do not tell any co- workers of your leaving until you have told your boss.

2. - The Resignation Letter.
A formal, typed, signed resignation letter should be presented to your boss when you meet to break the news. Keep the letter as simple as possible. The letter should state that you are leaving to take another position and your effective last day. Do not add details about your new position or the reasons you are leaving your current company.

3. - Give Adequate Notice.
In most industries it is the norm to give 2 to 4 weeks notice when leaving a job. Remember that it is often difficult to fill open positions. You do not want to burn bridges by leaving your department in a rush. In some departments, you may be asked to leave as soon as you resign due to security concerns. Even if you have noticed that this is the practice, still offer a few weeks notice in your letter; it is up to your employer whether they take it or not.

4. - Be Prepared For Resistance.
Your current boss may not want you to leave. It takes time and money to hire and train new employees. It is often easier to entice someone to stay than to start from scratch. Be mentally prepared for this resistance. Enticements to stay often include more money or more reasonable hours. Before you resign consider how you will respond should your boss make a counter-offer.

5. - Avoid Negative Talk.
Once word gets out that you are leaving, unhappy co-workers may think you are the perfect person to complain and commiserate with regarding all that is wrong with company. Be wary of joining them in their grumbling. You never know if you might someday wish to work for your present company again. You certainly do not want for anything you say on your way out the door to come back and haunt you.

6. - Don't Slack Off.
Securing a new and more appealing job is no excuse for not getting your current work done. You should continue to come to work on time. Do not leave early or take 2-hour lunches. Strive to be productive. If possible try and finish projects before you leave. You were a hard worker before you gave notice. Don’t destroy that hard-earned good reputation by giving in to short-timer syndrome.

7. - Remove All Personal Items.
When you leave take all your personal possessions with you because once you leave you may never see them again. This includes personal files stored on your computer. Companies often erase hard drives when preparing to re-issue computers to other employees. Make sure you take all pictures, books, etc.

8. - A Positive Exit Interview.
Many employers conduct exit interviews with departing employees. Typical topics include experience at the company and reason for leaving. Do not use this as a forum to vent your frustrations. Be as gracious as possible; speak of your appreciation for your experience at the company.

Conclusion
By simply following these eight tips, you will leave a lasting and positive impression with your previous employer and former co-workers. These days, you never know when your paths may cross again with previous managers or co-workers so its important to always keep positive relationships.

The Resignation Letter

Your resignation letter should contain three components:

• - The effective date of your resignation.
• - An explanation for your resignation.
• - A brief mention of the positive aspects of working for your current employer.

One of the most important things to remember when creating your letter is that it may be kept on file for future reference. For example, it may be used when future employers request references, or in evaluating past performance if you re-apply for a job with a previous employer in a different position. Therefore, regardless of your reasons for resignation, NEVER make negative statements about your company, coworkers, supervisors, bosses, owners, or policies within this letter. This letter needs to remain professional and, if not positive, at least polite. It should act as bridge builder, not a bridge burner.

Sample leading statements for a resignation letter include:

• It is with great reluctance I submit my resignation, effective ________.
• It is with regret and anticipation that I submit this letter of resignation, effective __________.
• Circumstances require that I resign my position as _______, effective ___________.

Note: It is normal protocol to allow at least two weeks notice prior to your date of resignation, but check your company's policies and whatever you agreed to when you were hired. Some companies will terminate an employee immediately upon resignation (regardless of what you offer), so be prepared for this.

EXAMPLE LETTER:

December 5, 2008
John Doe, CEO of ABC Company
123 North Someplace
Anywhere, USA

Note: include a formal address even if you're hand-delivering this letter.

Dear Mr. Doe:

It is with both regret and anticipation that I submit this letter of resignation, effective December 29, 2008. I have accepted a position with CDE Company, an opportunity to further my current career goals and achieve growth within the new company through a supervisory role.

It has been my genuine pleasure to work for ABC Company during these last four years. I have enjoyed working with ABC Company's fine staff of professionals and colleagues, and will miss my associations here. I wish you and ABC Company continued success in all your endeavors.

Note: If this company is one you may need again, whether in continued work or networking, or you desire continued allegiance, consider offering help in interviewing, hiring, or training of your replacement. For example:

If I may be of any assistance in the hiring process or training of my replacement, please know that I will gladly make myself available to this effort during the next four weeks.

Note: If you're leaving this employment for reasons other than accepting a new position, you may be honest in your response, but, again, avoid negative statements. Always refer to the positive things you are moving toward rather than the negative things you're leaving behind.

Other examples for cause of resignation include:

• I have decided to take this time to evaluate my current goals and investigate new opportunities....
• I have decided to further my education in pursuit of (degree or future position)....
• I have decided to change the course of my current career goals and will be pursuing a new direction in _______....

End your letter without closing the door on the future:

• Thank you for allowing me to serve ABC Company.
• Again, I wish ABC Company continued

Sincerely,
Your Name

The resignation process

There are right and wrong ways of resigning from your job. Get it wrong and there could be negative feelings between you and your employer, repercussions and a bad reference. Get it right, and you could actively enhance both your personal and career development.

Consider your options
Judging the right time to quit involves a variety of considerations. To begin with, why do you think you want to leave? Is it money, opportunity, the scope of your job, a missed promotion, location, or something more personal? If you have a workable relationship, always talk these things through with your boss or the HR head before making a final decision.

Discuss your situation and feelings with friends and family, or anyone in a professional role that you can trust. Most of all, listen to your own feelings. In the end, it’s your life and you’re the one who will have to live with the consequences of your decision.

Letting them know
When you’ve made your mind up, take a look through your contract and company handbook to see what specific procedures your employer has in place. Make sure you’re aware of the length of the notice period you are required to work. If you don’t have a formal period of notice in your contract, try to allow at least two weeks for the handover period as a sign of good will.

As well as having an official resignation letter, it’s common courtesy to speak to your boss in person about your intentions to leave. Work out what you’re going to say and stick to it. They may try to dig for more information, so be certain what information you’re willing to divulge. There are many impulsive reactions that you could face, so be prepared.

There’s a possibility your boss may try to make you stay – finding a replacement will be a hassle – so be clear of your position and present rational responses. If you would consider sticking around, give them a deadline of when you would need their counter-offer by.

Consider this carefully, and think what it involves. It may be a salary hike, a promotion, or a move to another location. Does any of this change anything? Will you retain or enhance your standing in the company, or will there always be a shadow hanging over you?

On the other hand, your boss could take your exit as a personal insult. Unless you’ve made your intentions obvious, it’s likely to come as a surprise and you may find them getting confrontational or even aggressive. Retain your composure and diffuse the situation by offering to help in the handover process and reassure your boss that you will leave any loose ends tied up before you go.

Always be as positive as you can about your time at the company. You never know when your paths might cross again so there’s no point making unnecessary enemies or burn any bridges.

Telling your colleagues
You may initially be put in a situation where you’re asked not to disclose your desire to leave from your colleagues, clients and suppliers. This is done to limit the potential impact it might have on the company both internally and externally. They can’t expect it to stay a secret forever though, and if you’ve already told a few close comrades, it’s likely to spread on the office grapevine anyway.

When you do tell them, it’s a chance to state your reasons clearly before it gets mangled up in the gossip factory. Again, avoid saying anything negative about the company or anyone within it. Always leave on an up-beat note, you may come across your colleagues at an industry event, at a future employer or even as a future client and you want them to remember you favourably.

Get what you’re owed
Ensure that you get any outstanding bonuses, commission, holiday pay, time off in lieu, or any other benefits you’re due. Your HR department should be able to pull all this information together for you so make sure you request it as soon as possible so any discrepancies can be disputed.