Resignation Letters

When creating resignation letters, there’s one thing to keep in mind: maintain professionalism. Sure, there may be myriad reasons for your departure, both good and bad. However, the purpose of a resignation letter is to convey timely information, so there’s no need to vary off point.

Why It Matters

Reasons for departure vary, but no matter what the conditions, maintaining a professional air is a reinforcement of your business ethics and attitude. It doesn’t matter what your boss did or didn’t do; that you never got paid what you think you’re worth; that no one invited you to lunch; that you found a much better job than the current position. While you may consider these reasons for leaving, putting them into a resignation letter accomplishes nothing.

A resignation letter isn’t a time to “tattle.” It’s simply a factual notice that says:

• You’re leaving the organization.
• Perhaps why you’re leaving, say for a new job, a new direction, maternity leave or military duty.
• When you’re leaving.

Subsequently, if your employment at the organization was a rewarding experience, there’s still no need to write a two-page soliloquy. More than likely, the relationship you have with a supervisor or executive warrants telling them in person, and thus, the letter of resignation is a company formality.

Never Underestimate the Power of Manners

Your organization may prefer a meeting between you and the principals or the human resource department. View this meeting as virtual resignation: maintain composure, professionalism and stick to the facts.

If you do have to submit a letter, the cliché is overused but still true: “don’t burn bridges.” A polite, professional resignation letter isn’t a golden key back into the company at some point in the future, but the world of business is a small one. If you decide to go out in a fiery blaze, there’s no telling when that fire will burn you in the future.

Depending on the job, you may not be required to announce that you’re leaving in writing; nevertheless, it’s a good business practice. And don’t announce you’re leaving until you are certain that’s what will happen.

The following are some brief examples of how to make your announcement. Longer versions can be found here.

Writing Resignation Letters

The type of resignation letter you submit hinges on your position within the company and the requirements of employment. You don’t have to be an ace writer to get this job done.

Open

• Address the letter to your immediate supervisor.
• Refer to a conversation or company policy regarding departure.

As per our conversation yesterday, I wish to confirm my departure from ABC Widgets on Friday, November 20.

As per company policy, I am formally announcing my two-week notice. My final day with ABC Widgets will be Wednesday, April 15.

Body of Letter

There are a slew of ways this can be written, based on your standing in the company, your overall feelings toward the organization, why and when you’re leaving and if you can honor the company’s notice policy or need to leave sooner. Again, stick to the facts and clearly state any special request. There will certainly be a discussion about your departure after the letter is received and the details can be worked out then.

Formal

I will make sure to finalize any accounts in preparation for the new manager and return any property on the day of my departure.

Friendly

I have accepted an executive assistant position, a move I feel best suits my career goals at this time. My collaboration with colleagues and the projects I’ve worked on have been a great experience. I hope the two-week notice provides ample time to find a replacement. If you’d like my help training the new hire or finalizing a particular project, please let me know.

General

The experience I’ve gained at ABC Widgets has helped me clearly identify my career goals. For this reason, I’ve opted for a new sales position with another company.

Close

Again, this is simple and direct.

Thank you for all the opportunities I’ve been given here.

I wish you and the entire team of ABC Widgets all the best.

Sincerely

Conclusion

Before submitting any resignation letters, make sure to have your affairs in order. Clean up files, clarify accounts and, most importantly, don’t succumb to the “I don’t have to care, I’m leaving” attitude. Just do your job right up to the very end. Maintaining your professionalism is always the best way to say goodbye.

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