Leaving a job, no matter what the circumstances, is a delicate process. You not only have to break the news to your manager and coworker and take care of setting up a handover process, but you have to make sure things are neatly tied up with the HR department of your company.
Part of that involves writing a letter of resignation. Often, this is something your manager will ask you to draft immediately after giving your notice.
The good news it’s more of a formality than anything else; writing a resignation letter is something that HR generally likes to see so that they can begin the process of putting together all of your exit materials. The bad news is you still have to write it, and doing it the wrong way won’t help.
So what are the requirements for any resignation letter? Follow the advice below.
Do keep it brief. Your resignation letter does not have to go into detail about why you’re leaving your job and what you’re going to pursue. In fact, all it really needs to say is that you’re leaving your position with the company on X date.
It can sound something like: “Please accept this letter as formal notification that I am leaving my position with [company] on [date].”
In most cases, the letter will be addressed to your immediate manager; however, it may be best to double check with your manager on who to address it to.
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Do include some recognition of thanks to your employer, assuming you feel it is appropriate. It’s not necessary, but it may be nice to include a short paragraph about your gratitude toward the company. It can sound something like:
“Thank you for the opportunities you have provided me during my time with the company. I am more than grateful to have had the opportunity of working with the team here. If I can be of any assistance during this transition, please let me know.”
Don’t include anything sarcastic; save your most important feedback for an in-person discussion with your boss or HR. Remember to end your letter with a simple greeting such as “Best” or “Sincerely.”
Don’t wait. You can have your resignation letter ready to go before you have a talk with your manager. Because people tend to get caught up in all kinds of administrative responsibilities in the days and weeks after they’ve given notice, it’s best to prepare ahead of time and have at least the main pieces of the letter written. You can fill in exact details (like end dates, etc) once you have the conversation.
Remember, the resignation letter is just one step in the process of leaving a job. As you transition out of your current company, be sure to focus on leaving on the best terms possible – give ample notice (two weeks or more), prepare any internal or external partners for your departure, make it easy for the next person to fill your position, and – if you’re really close to your current manager and want to go above and beyond – help him or her find your replacement. The smoother the transition, the easier it will be for everyone involved.
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Above all, try to keep things positive. You may be leaving because your experience with the company wasn’t great. Don’t be afraid to share that information with HR, but do be more careful in how you discuss your departure with colleagues, especially those who don’t know you well. One employee can poison the well; you may be unhappy about what happened with your own experience, but your views and experiences aren’t shared by everyone at the company. Be as diplomatic as you possibly can.
