There comes a time when one must say farewell to your company, whether it is on good terms or bad. The best scenarios are when you are leaving your job because of better compensation and career offerings from a bigger company, you intend to switch industries or even for personal happy news such as opting to be a stay-at-home parent. Positive resignations are always welcomed with celebrations and sadness by everyone in the company. I had many of those especially at my last few workplaces, there were tears, and multiple farewell meals even presents to remind my time at those happy places. It always made me regret handing in my letter.
Then of course, we’ll have the worst scenarios when the job does not fit you, you felt stifled by the job, you don’t like your bosses, you hate your workplace environment and even (shocking) your colleagues. I had some of those too, I couldn’t get out of the company fast enough and I dreaded every single day I have to go to work after I threw in my letter.
No matter what it is, when you have the intention to leave, you need to pen down a resignation letter. So what makes a great resignation letter?
Cut to the Chase
Keep it direct. No one will read a two pager resignation letter. What’s the point?
As formal and diplomatic as possible
Your letter is probably going to exchange a number of hands before it is filed away for good. It will pass through a number of eyes and although you may not be here anymore, your reputation will still precede you, especially when your next job wants a reference. Aside from the tone you use, management will most likely have a keen eye for spelling or grammar and see any mistakes as a sign of unprofessionalism. Check through your letter carefully, read it aloud and use grammar tools like a case changer or spelling checker to ensure nothing slips through the cracks.
No Sob Story Please
As much as you love your job, your boss, your company, I don’t think anyone really care if you sang praises in your resignation letter. In fact, you should rather keep those praises for the exit interviews or better still, tell it to your boss face to face how much you appreciate him or her.
No Cursing Content
Even you are totally pissed off with your biased arrogant boss and you hate your company every second you are in the premises, don’t write it in the resignation letter. No good will come out of it. And your boss doesn’t give a hoot even if the letter is going to be passed around in HR because no one really read resignation letters except to make note of your last working day. If someone who doesn’t know you personally do get to read it, he or she will form an unfavorable impression of you. The corporate world is after all, a small world.
I have include a sample here for easy reference:
Dear (Reporting Superior’s Name),
Please accept this letter as my formal resignation from my role as [title]. My last day with [company] will be [end date].
Due to personal reasons, it is with deep regrets that I choose to leave (Company Name). Thank you for the opportunities given and knowledge gained during my term in (Company Name).
I fully intend to handover my existing duties to the assigned person taking over my role and assist in any way I can during the transition period.
[your signature and printed name]