The Art of Crafting a Resignation Letter

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Writing a resignation letter might feel like an additional obstacle before progressing to the next phase of your career. However, just like every other aspect of resigning, it is crucial to maintain a professional approach. Even if your boss doesn't explicitly ask for written notification, submitting a resignation letter can enhance your professional reputation and foster a healthy working relationship with your manager.

The key is to be diplomatic. Avoid turning your resignation letter into a list of grievances. There may come a time when you want to work for the company again or when you may encounter your current boss professionally. At the very least, you might need your employer to provide a reference. Therefore, it is essential to keep your letter positive and tactful. Prepare the main points of your letter in advance, but wait until you have a conversation with your manager to refine the wording and align it with the discussion.

Not sure where to begin? Take a look at these tips on crafting a resignation letter.

Related: How to inform your boss about your departure gracefully

Tips for composing a resignation letter: what to include

Writing a resignation letter doesn't have to be lengthy or complicated, but certain elements should be included.

• Date your letter to provide written documentation of your formal notice to the company.
• Address the letter to the appropriate individual.
• Keep the opening paragraph concise and direct, stating your intention to resign.
• Provide the date of your last day with the company.
• Sign the letter and include your contact information for any post-departure inquiries or communication.

Offer your support

Make it clear in your resignation letter that you are willing to assist in training your replacement and preparing your team for your departure. Explain that you will strive to complete your current tasks before leaving and provide important written information regarding contacts or deadlines for regular duties. (Refer to the example resignation letter later in this post to see how this can be expressed.)

Show gratitude in writing

Even if you haven't always had positive experiences in your current role, your employer has likely invested time and resources in training you for the position. It is therefore considerate to express gratitude to your manager for the opportunities you've been given.

No job is without its challenges, and recalling some of the best moments with the company can be helpful in setting a positive tone for your thank-you. This is all part of maintaining a professional approach in your resignation letter and leaving behind a favorable impression.

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Things to avoid

Your resignation letter is likely to be kept in your employer's records and may be referenced in the future if another company requests a professional reference. Therefore, a poorly written or overly critical resignation letter has the potential to impact your career even after leaving your current job. Avoid discussing the following topics:

- Negative experiences or grievances

- Overly critical feedback

- Personal attacks

- Unprofessional language

- Devaluing the company or its employees

Remember, a well-crafted resignation letter can help you maintain positive professional relationships and leave a lasting impression as you move forward in your career.

• Avoid providing an explanation for your departure.
• Avoid expressing grievances about the drawbacks of your job, colleagues, or the company.
• Avoid boasting about your future endeavors.
• Do not send an unedited letter that contains errors.
• Keep it concise, no more than one page.

Ensure that your resignation letter maintains a positive and professional tone, and that it does not have any potential negative consequences for you in the future.

Would you like to see a template for a resignation letter? Here's something to help you get started.

A Sample Resignation Letter

(Current Date)

Manager's Name

Company Name

Address

Dear (Manager's Name),

I am writing to formally notify you of my resignation from (Company Name). My last day with the company will be (Date).

Before my departure, I will ensure the completion of all my ongoing projects to the best of my ability. I am willing to provide assistance in any way necessary to facilitate a seamless transition for my successor.

I would like to express my gratitude for the opportunities I have had to work at (Company Name) for (Years of Service). I have thoroughly enjoyed collaborating with the team during my time here and will miss our interactions.

Although I am eager to embark on new opportunities, I will always hold fond memories of my tenure at (Company Name). Please feel free to reach out to me if you require any further information after my departure, and I would be delighted to stay in touch.

Best regards,

(Your Signature)

(Your Printed Name and Contact Information)

If you are concerned about discussing your reasons for leaving a job during your next interview, here are 5 ways to respond to the question, 'What's your reason for leaving your job?'