How to properly write a formal letter of resignation

There comes a point in virtually everyone's career when you need to leave a job. It's customary and business-like to write a formal letter of resignation.

But many people either don't write one, say the wrong or inappropriate things, or leave important things out.

This article, partly adopted from my upcoming book, "Think like an Interviewer: Your job-hunting guide to success!" will help you handle things in the right way and make you look like a true professional!

Things You'll Need

• When you plan on leaving your job.

Instructions

1. **ALWAYS write a letter of resignation when leaving a job**

   Some "experts" suggest that you don't need to write a letter of resignation in certain instances. For example, you're being "forced out" or leaving under very bad circumstances.

   But I totally disagree with them and here's why. Yes, you may not really like the job, company, boss, etc. But it's very mean and nasty to not leave as a real business professional. And that's something that can really come back to haunt you later.

   Here's a perfect example. I wrote a letter of resignation from a job I didn't like, was treated very badly, etc. Did I have to? No. But doing so got me something extremely important to any job-seeker--a good reference from the company.

   Yes, they gave me a good reference despite treating me so badly and wanting me out. Why? Because I left in the professional way and didn't bad-mouth them in my letter. So it's possible to get a reference from an employer if you behave "nicely" despite the circumstances.

   This is something I feel those other "experts" are leaving out and why I suggest your always writing a letter of resignation. It will be appreciated and does get put into your personnel file.

2. **Give an exact date**

   Here's a pretty common mistake people will make. They'll say they're leaving in general but not exactly when that will be. The unprofessional thing is not to let them know when your last day will be. So your letter must provide this.

   Now you may be thinking, "I'll just say it to my boss or somebody." But the problem here is that it's your "word." If somebody forgets or pretends you didn't say anything, then you'll pay a heavy price!

   However, if you put an exact date in writing, then they cannot say you didn't tell them when you're leaving because it's right there in print. And time starts with the date of the letter.

3. **Give at least a week, preferable 2**

   It's customary to give 2 weeks notice when leaving a job, so if you can, I suggest doing this. However, there are times when you can't do that. For instance, the new employer needs you to earlier. Or you just want to "get the heck out!".

   Giving less time isn't the best because it may leave your boss in a lurch, which isn't very professional of you. The professional thing to do is give "enough" time for the company to work around you and make arrangements to replace you once you leave.

4. **Be nice in your reasons**

   As I mentioned earlier, it's never a good idea to bad-mouth anyone! This is another common mistake. Someone will give their real reasons for leaving and they'll be very mean and nasty. After all, they treated you badly, so why do you need to be nice?. Well, that's a mistake in my professional opinion!

   Remember, you want to leave on good terms and perhaps get a reference from them later on. So I say be "nicer" in your letter. For example, don't say something like "I'm glad to get outta here!" or "You treated me so badly that I hope everybody else leaves too!". Believe it or not, there have been people who are extremely honest in what they say.

   In other words, tone it down! Be the professional you are and "bite the bullet" by being "nicer."

5. **Sign it**

   One last mistake people will make is writting a letter but not signing it. This is a business document that goes into your personnel file. Without a signature, it's basically meaningless. How do I know you even wrote it or meant it? That signature tells me you signed-off on it, meaning you agree with it and did mean to say it.

Tips & Warnings

• Never be mean and bad-mouth!

• Don't forget to sign your letter

• Give an exact date when you'll be leaving

• Don't handwrite it, type it. It's not a personal note, but a business document that goes into your personnel file.

• If possible, make your last day a week or preferably 2 from the date of your letter