Last updated on March 28th, 2019 at 06:29 pm
When you’re leaving a job, give your manager a letter of resignation.
It’s not only a nice gesture but has many benefits for those taking the time to write one.
Employees view resignation letters as a time-consuming chore, but some employers make it required for an exit interview or process.
These formal letters give proof to your employer that leaving your job is voluntary. If your supervisor or the HR department fails to ask for a letter of resignation, it’s best to give them a letter anyway.
The resignation letter, according to Alison Doyle, CEO, and founder of CareerToolBelt, says an employee with letter of resignation helps continue a positive and strong relationship with their ex-employer.
It’s beneficial when the resignation letter refrains from rants about the reasons for leaving or why the employee is unhappy in their job. By keeping things professional, it clears a path for the employee moving to the next stage in their career.
Other experts warn whether your job experience is bad or good, never use resignation letters for burning bridges with a former employer.
Your new employer might have connections with a past employer or the industry you work in, or former co-workers might work at the new company.
Unless you work under an employment contract that states you don’t need a letter of resignation, always submit a letter to follow-up a resignation done in person. You should do this two weeks or more, before the last work day.
Things to Add to Resignation Letters
When sitting down to write your letter of resignation, remember the KISS rule: Keeping a letter of resignation straightforward and simple. Here are four standard items or information needed in your resignation letter:
- A date of when you plan to submit the resignation letter. The date normally goes in the heading of the letter.
- Declare your resignation with a formal statement.
- The proposed employment termination date.
- Sign the letter.
Besides these four basic items, always express your gratitude to your employer. Even if things weren’t great, and you had differences, let them know you appreciate having the opportunity to work for them.
When the working environment wasn’t ideal, picture your favorite times working for the company while you write the letter. Even if your supervisor was the worst, show the opposite in your letter.
You want it to sound like your supervisor is the best you’ve ever worked for during your career. Praising the supervisor improves your chances of them giving you a glowing recommendation.
Always offer help with your replacement’s training and assistance in preparing your co-workers during the final weeks of your employment.
Stay Away from These Topics. Always remember, a professional’s letter of resignation is a permanent part of their employee file.
Items from the employee files might get sent to potential employers, so keeping the contents polite and professional is very important.
Managers in human resources departments suggest the way an employee resigns, affects future job opportunities.
Robert Half Finance & Accounting conducted a survey about the effects your letter of resignation has on future jobs and recommend not burning bridges when you leave.
Here are three things you don’t want in your letter of resignation.
The Reason for Leaving
Professionals believe they should explain their reasons for leaving the company, but telling your boss is unnecessary, even if it’s due to relocation.
Telling your boss a new job is the reason for your resignation is ok, but never tell them where you’re going to work.
We don’t advise it because firstly, it’s irrelevant. But, if you have a new job with the competition and you let your employer know, a spiteful supervisor might contact the new job place and jeopardize your hiring.
The Reason You Hated Your Job
For many people, resigning from a current job for employment with another company results from bad relationships with co-workers, a supervisor, or the management team.
It may cause better feelings for you, but resist venting your displeasure in a letter of resignation. Never mention how bad working with your boss was or that you’re excited about leaving.
Even if your pay wasn’t good and the job you’re going to is paying you more in line with your skills and talents, leave that out of the letter.
Never Get Emotional
Always keep a professional and calm tone to the letter of resignation. Mike Assaad, a manager at Robert Half Finance & Accounting, stresses how important it is to keep a professional tone.
He advises that an emotional or aggressive letter only comes back, hurting you professionally.
Unless you are conveying gratitude or positive emotions, we recommend avoiding sentences with a strong emotional tone, ones including “I feel” or “I think.” Even when you feel overworked and resentful, don’t leave on an angry tone.
Letter of Resignation Template
Taking the advice from those experienced in the correct way of resigning, we offer this all-purpose and basic letter of resignation template. Add your details and remember to avoid including your resignation reason in the letter.
[Date Delivering Resignation]
Dear [supervisor’s or manager’s name],
I would like to announce my resignation from the position of [insert position]. My final day with [the company name] will be [employment end date].
To help with easing the transition of my [insert duties] duties and to ensure functions continue smoothly, I would like to help in the transitioning process.
I am available to help with the training of my replacement and will make sure all records and reporting are up-to-date before my final work day.
I would like to thank you for the support and opportunities you have provided me over the last [insert years] years.
I am grateful for the experience and knowledge I’ve gained working for [company name]. I would like to extend a personal thank you for all the support you’ve given me through the years.
[your signature and printed name]
When writing a letter of resignation, always remember the best letter is simple. Even letters with one paragraph are acceptable if it includes the date you resign and states your last day of work.
If the original date for your last day of work changes, regardless of the reason, always revise and resubmit your letter of resignation.
There are many ways to write a professional letter of resignation. You can find more resignation sample letters at these websites: