There are two crucial factors when writing a resignation letter.
- You may need a reference from the employer in the future, therefore take the time to write a professional resignation letter.
- Your resignation letter becomes part of your employment file and the letter should be written with this factor in mind.
Resignation letters, of all business letters, are some of the toughest letters to draft. Why? The reason is fundamental. Unlike other categories of business letters, resignation letters more times than not have some degree of emotion attached.
The emotions may come from the letter writer, the recipient of the letter, or both parties. Parting ways can be very stressful and painful on all parties involved. Therefore resignation letters must be written with great care, compassion, and honesty. Of course let’s face it – sometimes the truth hurts.
When writing a resignation letter keep top of mind that your resignation letter should be as simple, brief, and focused as possible. Most of all, a resignation letter should be positive.
Once you have made the decision to move on – then move on. Don’t waste your time criticizing your employer or your job. Your letter of resignation should include information on when you are leaving. I strongly encourage you to clearly communicate to your employer that you appreciate your time with the company. When you’re not sure what to write, review resignation letter samples to get some ideas.
Resignation Letter Writing Tips
- Brevity – Your resignation letter should be brief and to the point. You don’t need to include lengthy explanations about why you are resigning.
- Reason for Resignation? – If you’re resigning under positive circumstances – then it’s perfectly acceptable to include the reason. If you’re resigning because you have become disgruntled with the job or the company, there’s no need to mention details. Keep the details to yourself.
- Offer Assistance – If feasible, offer to help during the transition. The offer may not be accepted, however I guarantee the offer will be appreciated. Include your phone number and email address where you can be contacted.
- Don’t Vent – Even if hate your job, don’t say it. Your resignation letter will be placed in your permanent employment file and it’s important that it doesn’t contain much more than the basics.
What to Include in Your Resignation Letter
- The fact that you are resigning
- The date when your resignation is effective
- Thanks to your employer for the opportunities you have had during your employment.
Usually the best course of action is to resign in person, follow up the in-person resignation with a formal resignation letter. However, if you need to send a resignation email, write the letter as professionally as you would a resignation letter on paper.
Regardless of why you are resigning or how you feel about resigning, if you mention why you are leaving make sure that you do not include anything negative or disparaging about:
- The company
- Your supervisor
- Your co-workers
- Your subordinates.
Let me leave you with one more piece of advice – resignation letters will be included in your employment file and could be shared with potential future employers; therefore, always ensure resignation letters are professional and polite.Tweet
