How to Write a Letter of Resignation
One of the most important things to remember when writing a letter of resignation is to stay professional, do not allow emotion to influence your words and keep focused and factual. Your letter should be short and to the point without sounding curt or rude. Be sure to give an adequate notice, and ask for a letter of reference.
Here are some tips to writing a letter of resignation. Acknowledge that you have had a pleasant work experience, but you have been offered a position that better fits your needs and lifestyle. Offer a notice – most industry standards are two weeks. Mention that you are willing to be available during this notice time to train your replacement. If you have vacation time to which you are entitled, note this in your letter and ask to have it credited to you. You may be able to take this vacation time in lieu of a notice if you will not be needed to train a replacement. Do not say anything in a resignation letter that you may regret in the future! This may have been the worst job of your life, but focus the positives of the situation. Remember, it’s always better to state that you are leaving to pursue other career options than to say that you have finally found someone who will pay you what you are worth!
A letter of resignation should be typed, and include the following: the reason for resigning, the last day you will be working, a forwarding address should you be owed any monies, and the offer to help make a smooth transition for you and your employer. Assure your employer that you will work as hard, if not harder, during these last two weeks than you did during your tenure as an employee.
How to Write a Letter of Resignation
Our grandparents often expected to retire with a solid 40 years of commitment to their employer. Contemporary workers are more dedicated to the best way to achieve his/her own goals, than concerned with company loyalty. This new outlook is more beneficial to the individual and less so to the companies they work for. According to statistics generated by the United States Department of Labor, the average person between the ages of 18 and 38 will change jobs 10 times before they finally retire; (although, the general consensus is that number is more like 3.) Either way, odds are you won’t always be at your present position; however, viewing each job as its own entity, having no bearing on what comes before or after, is not advisable. Every occupation should be regarded as a stepping stone for what comes next; therefore, the manner in which you detach from your current position is vital to your level of future employability. Much of this value depends on how you go about your resignation. Your behavior and, more importantly, your letter of resignation itself must be deployed with attention to detail. The following are some things to consider as you write your letter of resignation.
First, you must make certain that you are absolutely sure you want to leave your job. If a sudden change has taken place or emotions are involved, it might be best to wait until things calm down in order to have the most lucid perspective. You also may want to have another job lined up. Unemployment is stressful in and of itself, so hopefully you have a plan in place to carry on with paying bills and other responsibilities. Once you have made the decision to move on, it is time to draft a letter of resignation to your immediate supervisor.
Before you write a word you should go over your employee handbook and make sure you understand your company’s exit policy. Knowing how much notice is required will help you compose your resignation. If no policy exists, the standard amount of time is two weeks; however, you should be prepared to be released immediately. Immediate dismissal is rare but it has been known to happen. A letter of resignation should be clear and brief. Saying too little may be misleading. Your employer may not even understand that you are trying to resign at all. Saying too much can lead to all sorts of problems including hurt feelings, uncomfortable inquiries, and even an argument. You are not required to give a reason for your decision and it is advisable not to. Your letter should include a clear statement of resignation along with your last date of employment. For example, “I offer my resignation effective (date of your last day.)”
Finally, it is always good policy to show appreciation to your supervisor and to the company itself. A short “thank you,” and an expression of how much you enjoyed being there will do the trick.
Finally, make sure to make three copies. One copy is for your supervisor, one is for Human Resources and the final is for your own files.
When your letter is finished, and before you tell any of your coworkers, you should schedule an appointment with your boss to hand him/her the letter in person. You may be questioned about your reasons; but, you do not have to give up any new information. Be polite and reasonable. Do not lay blame, or insult anyone. Be as positive as possible and, of course, say thank you. Remember, the best exit strategy is one that burns no bridges.
Letter of Resignation (New Position)
Mary Smith
1245 AnyPlace St
Anywhere, AR 99999
09/02/2008
Don Smith
Supervisor of HR
Acme Resources
1246 AnyPlace St
Anywhere, AR 99999
Dear Mr. Smith,
I regret to inform you that I will be resigning from my position as Lead Technical Supervisor, from Acme Resources. My last day with Acme Resources will be effective September 29th.
I have accepted a position as a Manager within another company. This position will allow me the opportunity to gain additional management experience I have been looking to achieve. My time spent with Acme Resources has been enjoyable, and I would like to stress that I have the utmost respect for my immediate manager and fellow employees. I have gained a great deal of experience while working within Acme Resources and it was only through the guidance of my manager that I was able to apply and obtain this position of growth opportunity. I look forward to applying this knowledge to my next position.
I have allowed two weeks notice to allow the company to find a replacement for my position. Please let me know if there is anything that I can do to help make my transition out of the company as smoothly as possible. I hope to continue my good relationship with my fellow teammates and management and look forward to meeting you in the future.
I wish everyone at Acme Resources the best.
Sincerely,
Mary Smith
cc: file