Resigning from a job regardless of the reasons is always difficult. Whether you are moving on to a different company for advancement purposes or something has happened requiring you to leave the position, the letter must keep a positive tone.
The old adage that you should “never burn your bridges” has never rung more true than when it comes to turning in a resignation letter.
When You Quit
Before you actually put pen to paper, it is important to let your direct supervisor know of your intentions. The last thing you should do is drop a letter on his or her desk and say, “I quit.”
This advance notice will brace them for the upcoming news and allow them to put the wheels in motion to either make a counter offer or begin the process of finding a replacement.
It is just a bit of goodwill that will go long way. Once your supervisor knows, it is time to find out company policy on resigning.
If there is a human resource department, find out exactly who needs a copy of the letter. In many cases, companies require a copy for the direct supervisor, one for human resource department, and one for the corporate offices.
If there is no human resource department, this can be discussed with your direct supervisor or other staff members familiar with the situation.
You should also discuss the company policy for cashing out personal, sick, and vacation days. This is important as it will directly affect the last day of actual work.
What To Say
The letter itself should be positive in nature. Since you are resigning to your boss, address the letter specifically to them and copy everyone that human resources have recommended.
Inform the individual that you are leaving the company and when your last day of work will be. If vacation time is included in this, make note of this in the letter.
For instance, “I would like to tender my resignation effective January 31, 2012. However, due to the fact I have three weeks of unused vacation time, my last actual day of work will be January 10, 2012.”
After the introduction, the letter should briefly discuss the time with the company.
Flattery goes a long way and a quick note describing how your supervisor proved to be a great mentor who allowed you to grow and learn more about the business will soften the blow of your leaving the company.
Let him or her know it was that mentoring that enabled you to have the confidence to pursue this opportunity.
When you’re not sure what to write, check out the resignation letter to get some ideas.
Before You Leave
You should also offer to help with the selection and training of your replacement, if appropriate. Try to make the transition period as easy as possible for the company.
Again, this goodwill could pay off in the future. This offer to help them lets them know you have no ill will towards the company and are leaving only because of an opportunity to advance your career.
Finally, finish the letter by thanking both your supervisor and the company for the opportunity. You may also want to drop a quick note to let them know if there are opportunities in the future, you would enjoy working together again.
Always Stay Positive
You do not want to go overboard here; you are just trying to keep all options open for future endeavors.
Regardless of the situation, it is important to keep this letter positive. Keep the negativity for private meetings.
Opportunities may arise in the future where you are considered for another position with this company, and you need to make sure every impression left is a positive one.
You can check out the resignation letter format for guidance and you can edit it to fit your personal situation.
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