Writing a Letter of Resignation

While it may be be an unpleasant task, there's really not that much to it. In its simplest form, you just date your letter of resignation, say when and what you're resigning, sign it, hand it over, and that's about it. Five minutes, and you're done.

Unless you possess the judgement of an attorney and style of a professional writer, don't write much more if you wish to use your employer as a reference. In most cases, there's no need to explain your reasons for resigning. However honorable they may be, it's very hard to strike just the right tone in writing. For example, if you write that you've found a more challenging career opportunity, it implies that you're bored with your current job. It may come back on you down the road, when a potential employer contacts your former employers as references.

Keeping your reasons and other unnecessary statements out of print is especially wise if you're leaving under less than desirable circumstances. While you may feel compelled to defend yourself, voice opinions or settle scores, it's not a good idea, particularly in writing. A simple, "I resign..." statement is powerful enough in itself. (Richard Nixon's letter of resignation demonstrates this point well.) Don't jeopardize termination benefits and any hope of a decent reference just to blow off steam. If you think you have a legal case, then take it to court, but don't first turn the tables against you by making slanderous accusations. Tell it to an attorney instead. Remember, your employer requires and files your letter of resignation for exactly that reason: in case there's a legal problem down the road. Never commit in writing what you may later regret!

If you're leaving under good circumstances and feel that you owe more than just a one-liner, resist the temptation to write too much and keep the intended audience in mind. For example, it's nice to express your gratitude to your colleagues, but I doubt that they will ever see your letter of resignation. It's only for your management and HR department to see. If you wish to thank management for the opportunities they gave you, it's okay to include it in your letter. If you wish to thank your colleagues, take them to lunch.

In summary, what goes in your letter of resignation is not the same as what you might say when talking candidly with coworkers, friends or family. Your letter doesn't have to be bone dry, but keep it short, simple and positive.

• It's a business letter, not a personal letter.
• It's not wise to use it as a soapbox.
• Its sole purpose is to document dates of resignation and notice.

While I don't agree 100% with all of them, to give you choices, I've linked you to the advice of others and sample resignation letters for many situations.

Advice

Ask Electra
The right and wrong ways to write a letter of resignation, in answer to a viewer's question. Includes links to three, related sites, all of which I link you to below.

How To Resign From Your Current Position
Tips on resigning, and oral and written resignations.

How to Resign with Class
How to take a professional approach, resist a counteroffer, and write the letter.

How to Quit Your Job Gracefully
General tips for quitting your job.

Prevent Firing or Leave Gracefully
How to counter a poor performance evaluation, or quit or deal with a forced resignation because of it. Includes sample letters.

Time to Resign
Tips for resigning and universally accepted truths about counteroffers.

Samples

Letter of Resignation
Letter of Resignation
Resignation Letters
Sample Resignation Letter
Suggested Letters of Resignation
Template Letter of Resignation
Template Letter of Resignation

This feature is reprinted with permission from J. Steven Niznik, a Guide at The Mining Co.™ You can find The Mining Co. on the Web at www.miningco.com. For more from Steven, see his Job Searching - Technical site at http://jobsearchtech.miningco.com.

© 1999 J. Steven Niznik. All rights reserved.
Clipart courtesy of Corel Corporation.