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Writing a resignation letter: The dos and don’ts you need to know about

Writing a resignation letter: The dos and don’ts you need to know about

Writing a resignation letter: The dos and don’ts you need to know about 2500 1309 Notable Communications

You’re finally writing a resignation letter! Are you thrilled you’re leaving? Or are you anxious about the future? You may feel both daunted and exhilarated. It doesn’t matter whether your relationship with your employer is good. You’ve decided and are following through. Just because you’re on your way out doesn’t give you licence to behave however you’d like, though.

There are two things to consider as you write your letter. This isn’t an abrupt notification—it isn’t just about going through the motions. You probably have at least two weeks to get through before you leave. You know what you need to think about before you leave, but how do these work in practise?

Why it’s more than just handing in a letter of resignation

Getting ready to leave means a change in mindset, too. You can’t go through your last few days apathetic and disengaged. It’s in poor taste—a negative reflection on you, and also a blow to your future networking and relationship prospects.

Picture this: John leaves behind a pile of incomplete tasks, annoyed clients, and unhappy colleagues in his wake when he resigns. A few months later he approaches you for a recommendation. Do you say:

  1. a) Sure! I’d be happy to write you one. You were an excellent example of leadership!

Or

  1. b) Sorry, no. I don’t feel comfortable recommending you after the way you left things at our previous company.

The answer is simple. So apply this to yourself too. Don’t be like John! No one wants to be the weakest link in an organisation. The impression you create with your colleagues and boss or manager really matters.

Preparing yourself and others properly

Prepare your manager for your imminent resignation.Before placing an envelope on their desk, or emailing, talk to them face to face.

Not only is this more professional, it’s also courageous and honest. It shows that you are not shying away from responsibility.

You can never predict or control how someone is going to react, though, and that is not your concern. Keep calm and stick to the facts. If they ask you why you’re leaving, be honest.

However, you should not answer questions that make you uncomfortable. If the line of questioning leans toward the inappropriate or personal, state that you are uncomfortable.

If you are at loggerheads with your line manager, you can ask that a mediator be present. You can also speak directly with your human resources representative.

How do I maintain my professional reputation while being honest about why I am leaving?

The keys to maintaining your reputation, and to writing a resignation letter, are simple:

  1. Leave on good terms. Whatever the circumstances, do not burn your bridges. Avoid casting blame on everyone and remember the people who have treated you well.
  2. Be courteous–always. Regardless of how your boss, manager, or colleagues, treat you, your responses reflect who you are.
  3. Express gratitude. Despite the difficulties, you have gained some useful experiences. Reflect on the ways you’ve seen yourself improve and develop, then express your gratitude for those experiences.
  4. Acknowledge growth. Remember that it hasn’t been all bad. You’ve become resilient, better equipped to deal with a range of different people and personality types, and will take everything you’ve learnt with you.
  5. Be willing to support. Spare a thought for those left behind. This is true if you’re fleeing a toxic work culture too. Show that you will mentor others and leave a comprehensive handover document behind.

Writing a resignation letter: What do I say?

Here’s a template you can adapt:

Dear [Insert your line manager’s name]

This letter serves to notify you I am resigning from my position as [Insert the position you hold] with [Insert company name]. As per the responsibilities in my appointment letter, my last day will be [Insert date].

I will complete all tasks assigned to me during my notice period with diligence, professionalism, and commitment.

I appreciate the opportunities you have given me at [Insert company name].

Sincerely

[Insert your name].

Keeping your letter short and to the point is a good idea. Your letter is informative and factual. You can be cordial, but you shouldn’t write an essay.

Stick to these three rules and you’ll be well on your way to success:

  1. Keep emotion out of it.
  2. Be calm and factual.
  3. Deal with the reactions which arise as they occur.

There you have it—simple and stress-free steps to writing a resignation letter. If it all goes pear-shaped, don’t worry! You are on your way out, so if you have to grin and bear it for a few days, let it be.

Good luck!

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