How to Write a Resignation Letter

How to Write a Resignation Letter

Introduction

(Creative Commons photo by Jessica DeWinter)

• When it's time to move on from your job you want to leave behind the best impression of yourself, and you can do that by writing a good resignation letter. When memories of your employee behavior begin to fade, the solid presence of your professionalism will remain on file, serving as a cue for a good recommendation should a prospective future employer request a reference.

• If you've never had to write a letter of resignation, you may be wondering exactly what information should be covered. The following sections will help you put together a top-notch letter, so you can leave your job in style, no matter what your feelings and situation were during the time of your employment.

Step 1: Tone and Purpose

• The most important aspect to consider when you sit down to write your resignation letter is the tone you want to set.

1. Keep your tone professional and your purpose in sight at all times, even if you're thinking of all the places you can tell your boss to shove that job in this letter.
2. Leaving behind a negative impression means you sacrifice being able to use both your boss and your former co-workers as references on your resume. When the dust clears you want to still see the bridge standing between you and your old employer.

Step 2: When and Why

(Image by someecards.com)

• The overall purpose of your resignation letter is not to criticize, but to announce your departure from the company. The two most important details you need to include are:

1. The fact that you are leaving
2. Your date of departure

• It is important that you look over your contractual agreement and any employee guides to determine how much notice you need to give before resigning. Most employers require that you give them at least two weeks notice prior to leaving, so they have time to find a replacement.

Do You Have to Tell Them Why?

• It is more important to tell them when you're leaving than it is to tell them why, but you are welcome to offer details in a professional manner. For example:

1. New Opportunities: If you're leaving because you've obtained a new job or are returning to school, simply mention that you have new opportunities to explore.
   • Refrain from mentioning whether you were offered more money, or a better position.
2. Personal Reasons: Whether it's an illness or a family relocation, quickly explain that you cannot continue in the job, without going into extraneous detail.
3. Do not talk about any negative experiences you encountered, whether it was a co-worker who made coming to work each day miserable, or a bad boss. Say nothing more than that you'll be moving on.
   • If you are leaving because you were mistreated on the job, you may want to consult a lawyer before submitting your letter.

An Attitude of Gratitude

• Telling them why you're leaving isn't important at all compared to maintaining the proper attitude.

1. Even if it means biting your tongue, thank them for the experience.
2. Mention a few things you are grateful to have learned or experienced while working for the company.

Step 3: The Layout and Structure

• There is no official layout for a resignation letter, but to maintain professional appearance, you'll want to use business letter format.

Step by Step Layout

(Creative Commons photo by Dplanet::)

1. Start out by typing the date in the upper left-hand corner.
2. Return twice and add your supervisor's name.
3. On the next line add your supervisor's title.
4. Hit return and type the company address.
5. Return twice and begin with a formal salutation followed by a colon.
6. Begin by stating that you are resigning and emphasize the date it will go into effect.
7. If you wish to disclose a reason, do so next. (Remember, this isn't necessary.)
8. Be sure to thank them for employing you.
9. List any skills you obtained during your employment with them.
10. Offer your services to make the transition period smooth for the company.
11. Express your best wishes to the company.
12. End with a formal farewell followed by a comma.
13. Return four times and type your name.

Sample Letter

• The end result should look similar to this example letter:

• May 22, 2008

• John Boss
• Senior Editor
• Bean Publishing
• 1234 W. Huffington Ave.
• Sonesville, MA 12345-6789

• Dear Mr. Boss:

• This letter is to inform you that effective as of June 5th I will be leaving my position as proofreader for Bean Publishing. I have accepted an editorial position with the Rose Corporation. I am grateful for having had the opportunity to work for Bean Publishing. The hands-on experience and training I received have increased my excitement and passion for the publishing industry.

• If there is anything I can do to help make this transition go more smoothly, please don't hesitate to ask. I really enjoyed my time working for Bean Publishing, and hope the company continues to enjoy success and prosperity.

• Sincerely,

• (Handwrite Your Signature Here)

• Your Name in Print

Proofreading

• Remember this is the mark you're leaving with the company, and the more positive and professional it is, the better it will reflect on you in the future.

1. Proofread your resignation letter for grammar, punctuation and spelling errors.
2. Make sure the overall tone is polite.

Step 4: Things Not to Disclose

• Keep in mind that anything you say in your resignation letter could come back to haunt you later. While some of these cautions might seem obvious as you read over them, you'd be surprised the types of things we consider when leaving a job.

(Creative Commons photo by Tim Snell)

1. In some situations, such as a move to a direct competitor, it may be wise not to disclose where you will be employed next.
2. Avoid mentioning your future salary.
3. Don't name your future boss.
4. Don't apologize for things not working out.
5. Never ask your boss to give you a reference in your resignation letter.
6. Leave out any emotional feelings about the company, your co-workers and your boss.
7. Check that you're not complaining about your treatment or job duties.
8. Don't give your opinions about how things could have been different, or how they could run the company better.

Step 5: Delivery

• As soon as you finish writing your letter, you'll want to seal it in an envelope and deliver it promptly and personally.

1. Hand your supervisor your letter, explaining what it's for.
2. Your boss may want to discuss your resignation.
3. Just like your letter, keep your talk professional. You want to leave your boss and the rest of the company with a good impression.
   • You never know when another position in the company might open up that you'd like to apply for.

Conclusion

• Even if the employment experience wasn't the best, the only thing you really want to leave behind when you go is a good impression. If you've taken the time to craft a professional resignation letter without any drama or emotion, your employer is going to be more likely to give you an unbiased recommendation if asked for a reference. Besides which, you also never know what the future holds. You may want to apply for another position in the company, or even ask for your old job back if things don't work out. Leaving on a positive and professional note is the only way to go!