How to Resign in a Professional Way

​ What is a Resignation Letter A resignation letter is a formal statement advising an employer that you are leaving your job. Even when oral...

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What is a Resignation Letter

A resignation letter is a formal statement advising an employer that you are leaving your job. Even when oral notification of your intentions has been given, it is still advisable to put it in writing.

Benefits of a Good Resignation Letter:

• Helps maintain professional relationships
• Avoids burning bridges with the company
• Ensures a positive employment reference for future opportunities

How to Resign

The usual way to proceed is to first resign verbally and in person and then follow that up with a formal letter of resignation. The letter is commonly handed in at least two weeks prior to a leaving date, this time period allows the employer to make arrangements for your departure. Although you should note that some companies have different policies and may release an employee immediately, it's therefore advisable to check the terms of your employment to see if there are any special clauses

Tips for Writing a Resignation Letter

• Check Company Policy: Ensure you understand your company's termination policy, which might require a minimum of four weeks' notice.
• Be Prepared: Once you submit your resignation letter, you might be asked to leave immediately.
• Provide Adequate Notice: Give your employer ample time to find a replacement.
• Positive Tone: Soften the impact of your departure by highlighting positive aspects of your job experience.
• Discretion: Avoid discussing your resignation plans with colleagues.

Key Qualities of a Resignation Letter

• Courteous
• Simple and Brief
• Positive
• To the Point

What to Include in a Resignation Letter

• Statement of Resignation: Clearly state that you are resigning.
• Role Identification: Mention the position you are resigning from.
• Current Date: Include the date you are writing the letter.
• Leaving Date: Specify your intended last working day.
• Appreciation: Express gratitude for the time spent with the company.
• Thank You Note: Thank the employer for the opportunities provided.
• Notice Period: Refer to the notice period as per your contract.
• Contact Information: Provide your contact details for future communication.
• Positive Language: Avoid any negative remarks about the employer or job.
• Brief Explanations: If necessary, keep reasons for leaving very brief.

When to Give a Reason for Resigning

• Positive Reasons: Relocation or further education.
• Grievances: Avoid mentioning details of grievances.

Avoid Criticizing Previous Employers

• Maintain Professionalism: Criticizing your employer or job serves no purpose once you've decided to move on.

Addressing a Resignation Letter

• Personal Touch: Use your boss’s first name, e.g., "Dear Richard."

Saying Goodbye to Co-Workers

• Inform Colleagues: Politely inform close colleagues that you are leaving.
• Exchange Contacts: Share contact details with colleagues you wish to stay in touch with.
• Discretion: Avoid boasting about your new job.

Things to Do Before Leaving Your Workplace

• Clean Up: Tidy your desk and computer.
• Delete Personal Files: Remove all personal files and emails.
• Contact Details: Save contact information of colleagues you want to keep in touch with.
• Request a Reference: Consider asking for a reference before leaving.
• Complete Tasks: Finish any important duties and tie up loose ends.
• Say Goodbye: Personally say goodbye to close colleagues or send an email.

Offer to Assist

• Training: Offer to train a colleague to take over your duties.
• Replacement Help: Assist in finding a suitable replacement.
• Recommend Colleagues: Suggest a capable colleague for your role.

Reasons Why People Leave Their Jobs

• Better Job Opportunity
• Relocation
• Further Education
• Career Change
• Illness
• Pregnancy
• Dislike of Duties
• Bullying
• Low Salary
• Lack of Career Advancement
• Job Insecurity
• Long Commute
• Role Changes
• Boredom with Work

Leaving a job is a significant step in your professional journey, and how you handle your resignation can have lasting impacts on your career. By following these guidelines, you ensure that you leave on good terms, maintain your professional reputation, and keep the door open for future opportunities. A well-crafted resignation letter reflects your professionalism and respect for your employer, setting a positive tone for your next career move. Remember, the professional world is interconnected, and a respectful exit can pave the way for new opportunities and enduring professional relationships.