Be honest. How tempted have you been to write a resignation letter with one giant four letter word and a crude drawing of your hand making an obscene gesture to your boss or supervisor?
Even if you loved your job and are only leaving for a better paying position or a new life path, it is often tempting to write an “I Quit” letter that shares your grievances or gives you one last chance to share all of the thoughts that have been on your mind.
But your connection to that job doesn’t end just because you’ve chosen to leave for a new opportunity. It is still important to leave with class and dignity, because you never know when:
- You need someone that works at the job as a reference.
- You need to get your job back at the last minute.
- You upset someone that has connections that may affect you personally or professional.
Anyone that wants to grow professionally has to pay attention to their “network” – the people they have met or worked with that could help them in the future. It doesn’t matter if you did not get along with your boss, or if you did not receive high scores on your performance reviews. The more people that like you as a person and/or as an employee, the more likely it is to help you in the 1, 5, 10, even 20 years down the road.
That means that when you decide to put in your two weeks notice, you want to still make sure that you write a notice so professional and so good that your boss would want you to stay. You want to put in a resignation letter that speaks to your talents as an employee, and makes everyone you worked with sad to see you go.
How to Quit Professionally
When it is time for you to move on to a new adventure, writing a professional resignation letter is what will help you make sure you stay in the good graces of the company, and give yourself the best opportunity for professional growth in the future. The best resignation letters are:
- Thorough
- Polite/Nice
- Helpful
From beginning to end, it is important that your resignation letter speaks to the company like they are an old friend that you are reluctant to leave. The following are the steps to writing a resignation letter that is effective for leaving the job on good terms.
The Beginning – Who to Write Your 2 Weeks Notice to
Traditionally, you write your resignation letter to your boss or supervisor. It is sometimes acceptable in small companies to write your letter to their boss, especially if you know them well and have worked there for a long time, but in general it would be a snub to write to anyone other than the person you consider your “boss.”
You start with the traditional “Dear” and then address it to the person the same way you address them in real life. If you call them “Mr. Johnson” then you should say “Dear Mr. Johnson.” If you call them “Carol” then it should be “Dear Carol.” Address them the exact same way you talk to them each and every day.
In the past, you were also expected to address the resignation letter not unlike a cover letter, with your address on the top right, and the company’s address below that on the left. But these days that has become less important, especially as more people leave through email or by handing in the paper to their boss rather than mailing it in. But it is still something to consider.
The First Paragraph of Your Resignation Letter
Get right to the point and don’t be subtle. Your very first sentence should be your intention to resign. You do not want someone to look at your note, think it is about something else, and then save it for later. Once it is opened it should be clear that you are in the process of leaving, it should be specific, and it is not something you are doing to make a point.
Tradition is to give the employer two weeks before your last day to find someone else and prepare for your departure. It is also recommended that you list your last day within that first sentence. Don’t make the other person do math to figure out when your two weeks is or when your last day will be.
You then have two options – you can end there and move on to the next paragraph, or you can give a brief summary of your pleasure and joy of working for the company. Here is an example of a good first paragraph:
“I am writing to inform you that I am resigning from my position as STAFF XYZ, and my last day will be on December 22nd, 2016. It has been a pleasure to be a part of the COMPANY ABC team over these past five years, and I hope that I have been able to make as much of an impact on the company as this experience has made an impact on me.”
It is very important that you are clear that you are leaving, but also immediately give some positive feedback to your experience with the previous company. You will be able to share more in the next paragraph.
The Second Paragraph – Your Nice Reasons for Leaving
The second paragraph is where you share your reasons for leaving. Your reasons should sound honest, but should also be positive and not related to any negative feelings that may have pushed you out of the company. Most people talk about the fact that they found another position that they believe is the best choice for their professional growth.
Remember as you’re writing this that whatever you write is unlikely to create change within the company, nor is your leaving going to make anyone change how they do or act. That is one of the reasons to avoid the temptation to be brutally honest – even if all of what you share is true, you’re unlikely to create change by leaving, nor is it your responsibility to fix the company’s problems.
Instead, simply keep your resignation letter focused on reasons for leaving that are universally understood, and would make sense to the recipient. Consider the following example:
“Early in November I was contacted by a recruiter for another company, and they offered me a position that I felt would be well suited for my strengths as an employee. I genuinely believe that your company has the potential to grow and flourish in today’s economy, but I also felt that my contributions would make a greater impact elsewhere, which in turn would help provide greater opportunities for my professional growth.”
Optional: Repeating Your Accomplishments or Love for the Company
If you have had a great relationship with the company and want to keep that relationship going, you can also add a paragraph that reminisces on your time there. For example:
“It saddens me to leave this great workplace culture that I have grown to love over the past 7 years. When I was first brought on and the company was only a startup, I could tell that it was going to become a force in the B2B software world, and it has been a privilege to be a part of that growth. I hope that I was able to assist in that growth, as I know that you and the company were able to assist in mine.”
This type of paragraph is not necessary, but some people find that when they are quitting a job they become worried that those that remain will be bitter that they are leaving. A friendly reminder of how important the job was to you and what you’ve done together can, on occasion, help make sure you’re mending those bonds.
Concluding Paragraph – Call to Action
The best way to conclude the resignation letter is to explain what you’re going to do next to make the process easier on everyone involved. Here are some examples of suggestions that you can make, although keep in mind that if you suggest it, you should also complete it:
- You are going to document your tasks so that it is easier for the next person to complete.
- You are happy to train an employee on the tasks you complete.
- You are ready to work with someone to close out accounts and transition clients.
It depends on what your job duties are, of course, but part of leaving a company professionally does involve making sure that you are helping to reduce the effects of your absence.
Finally, end with another professional thank you of some kind, and then sign off with a “Sincerely.”
Here is an example of a good concluding paragraph:
“Over the next several days, I am going to start preparing a manual for the position, so that whomever you hire to fill my place will have everything they need to train quickly for the role. I am also happy to work with you and the rest of management to determine the types of qualities that the next employee should have, and edit the job description based on my own experiences.
Thank you again for this opportunity, and I wish you and the company the best of luck in your professional endeavors.
Sincerely,
Jane Doe”
This type of resignation letter will receive positive feedback, and is not likely to burn any bridges when you leave. Although any time you leave a company there are going to be some people that are upset with your absence, this type of 2-weeks notice letter is kind and considerate enough that it is not likely to affect you professionally now or in your future.
The Subject of Your Quitting Email
If you are emailing the resignation letter, you will also have to take into consideration the subject line. You do not want to leave the subject blank. You also do not want the subject to be too lengthy. Some ideas for the subject line include:
- Notice of Resignation
- Resignation
- Resignation Effective [Date]
You should also consider adding your name to the resignation email subject line, so that it stands out. Do not be vague. “Final Day” or “Important Email” or “Please Read” are all not acceptable, because you need to be as clear as possible about what your email is about.
Additional Thoughts on Writing a Resignation Letter
It will always be tempting to write a resignation letter that gives your honest thoughts on the workplace. It is, of course, your last chance to share your feelings.
But it’s simply not advised. Your professional career is more important than your gripes. However, let’s say that you cannot help yourself. Let’s say that you’re leaving with so much distaste for the workplace – and that you know that there is so much to change – that you absolutely have to share your reasons for quitting. If that is the case, consider the following.
- Keep it Productive – If you are going to share any thoughts, they should be thoughts that are genuinely helpful to the company. For example: “throughout my time at the company, I felt as though the company wasn’t trying with their employees. I heard many great ideas from lower level employees that felt that their ideas were not being heard.” What you share should be helpful to the business.
- Keep it Legal and Tasteful – Similarly, there are issues that would arise if you decided to call out a specific person or issue, such as “my coworkers were awful” or “Bob harassed me.” Yes, these issues can matter, but personal attacks are not a tasteful way to leave and, in rare cases, may actually set yourself up for a lawsuit. Remember that the email or paper is permanent. Once you turn it in, it can be shown around the office and saved forever.
- Keep it Brief – The purpose of a resignation letter is to resign, not share an endless supply of thoughts. If you do have to share some reason for leaving, it should be kept brief and not take away from the fact that you are leaving.
Again, it is not advised that you fill out real reasons for leaving that may cause people to see you in a negative light. But if you do find that there are issues that you are compelled to share, knowing the risk involved, then follow the above tips to make sure you resign correctly.
Write a Resignation Letter – Get a New Job
For some, writing the resignation letter is immensely satisfying. For others, it is a sad day that ends a relationship you have had with others for years on end. No matter what your experience may be, the resignation letter always means that a new adventure awaits. Write your resignation letter, and prepare for the next steps in your professional and personal life.
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