How to Write a Resignation Letter

Quitting a job sounds like fun in theory, but in reality it can be both a difficult and emotional process. Learn what should and should not go into your resignation letter to maintain your professional reputation - and possibly protect yourself.

Difficulty: Easy

Instructions

Things You'll Need:

• Word Processer
• Printer
• Hopefully a plan for your life after resigning

1. Use your home computer or a friend's computer to type your letter. Do not use your work computer to write, save, or print your resignation letter. Saving it on a personal computer is an easy way to keep a record after you leave your job, in case you need it. Also, it alleviates any risk that your letter could be tampered with in any way without your knowledge.

2. Treat your resignation letter as you would any other business correspondence. Put the date and recipient's name and address at the top, and open with a formal greeting, such as "Dear Mr. X." Your resignation letter should always be addressed to your direct supervisor, but be prepared to provide copies to other parties, such as Human Resources and your boss's boss.

3. Keep it very short and sweet. Remember why you are writing this letter - to inform your boss that as of a certain date (usually two weeks is standard) you will not be working at your current place of employment. That's it. Your resignation letter should not include why you are leaving, where you are going, or any other commentary. Not only is doing this in a resignation letter inappropriate, but it can come back to haunt you if this personal information gets into the wrong hands. For example, if your resignation letter states you are going to Company X because you disapprove of your boss's business ethics, chances are pretty good that Company X will hear some negative things about you well in advance of your start date. Is that fair? No. Is it even legal? Not really. Does it happen? You bet.

4. Your finished resignation letter should read something like this:
   
   Dear Boss,
   
   This letter serves as notice that I will be respectfully resigning my position as X effective November 1, 2007.
   
   I am grateful to have had this opportunity, and wish you all the best in the future.
   
   Sincerely,
   Employee

5. This is an optional step, but if you do feel the need to make it known why you are leaving, the right way to do it is to provide Human Resources with a separate document explaining your reasons. Ask them to put this in your personnel file. This is really only necessary if your reason for leaving could possibly harm you in the future - for example, if you can prove your boss sabotaged you on more than one occasion, you might want a record of that in case they provide negative or inaccurate information in your final performance review or exit interview. As far as what you will be doing or what new job you are going to, share that information verbally if you are comfortable. But trust your gut - if someone asks and you are not comfortable telling him or her, don't.

6. Fold up your letter, put it in an envelope and seal it. Then hand-deliver the letter to your direct supervisor. Do this at a time when s/he is not distracted and can focus on the issue at hand. It's tempting to do this when your boss is dashing off to a meeting or appointment, since there is no real opportunity to have the awkward conversation about why you are leaving or anything else. But for the sake of your professional reputation, don't take this shortcut. Be prepared for the conversation, have it, and get it over with.

[doors43]

on 3/4/2008 I've never given a formal written notice. Always just sat down with the boss, explained my situation and picked a final day of employment.