Top Ten Tips for Writing a Letter of Resignation
People resign for all sorts of reasons, but that doesn’t mean you should burn your bridges. Therefore, it’s important to be as professional in departure as you were during employment. Remember, not only is it expensive for employers to find and train a new worker to replace you, but your next employer you get will want to know how you left your previous job. So if you keep these ten tips in mind you should be able to smooth the transition and keep your work history problem free.
Tip #1: Use Proper Presentation
Don’t add insult to injury by dismissing the letter of resignation. Use good stationary (and yes, it is okay to use the company stationary in this case), business format and layout. Handwritten letters on the back of diner placemats simply won’t do.
Tip #2: Give Your Reasons for Leaving
State the reasons why you feel the need to terminate your employment. You don’t need to defend your choices, but you should be prepared to give some sort of explanation.
Tip #3: State Your Value
Describe to your employer the skills you brought to the company and the relationships you developed there. This is not to brag or rub the employer’s face in it, but simply to highlight your contributions so that they can appreciate the benefit the company has received from your work (and what you have gained from the experience).
Tip #4: Offer Your Assistance
Be sure to give plenty of notice and offer to train your replacement to help smooth the transition and minimalize any disruption of work.
Tip #5: Maintain Clarity
Make your points clear and ensure that there are no spelling or grammatical mistakes. This is not the time to dash off a first draft and hope that it will do.
Tip #6: Keep It Simple
Don’t elaborate too much, just get to the point.
Tip #7: Remain Neutral
While emotion may have played a part in your decision to leave it should not make an appearance in the letter of resignation. This is not the place to lay blame or air grievances.
Tip #8: Show Respect
This is a formal and lasting document that will probably be seen by more than just your supervisor so be respectful and professional regardless of any informality (or conflict) that may have existed in the workplace.
Tip #9: Be Grateful
Employment is a privilege and should be treated as such. Make sure to thank your employer for the opportunity.
Tip #10: Don’t Forget the Details
There are always things that must be stated outright such as the exact date of departure, where you can be reached and when you will be available for any exit interviews that they require. Don’t assume that they already know the facts.
If you follow these tips and remind yourself that this letter is as much for your own file as it is for your employer’s then you will always maintain the professionalism that they have come to expect of you.