A resignation letter is a formal document that employees should write when leaving a company. It should remain positive and include the position and effective date of resignation. It’s also advisable to express appreciation and avoid listing grievances.
A resignation letter is a formal document indicating that an employee plans to leave a company. Writing a resignation letter is expected of most jobs and is also a sign of respect. Even if someone resigns verbally in a conversation with a supervisor, it is still advisable to send a letter of resignation. Writing the letter doesn’t have to be a chore either, because by their very nature, resignation letters are short and to the point.
The key thing to keep in mind when drafting a resignation letter is that the letter should remain positive. This is because the letter remains on file at the company and can be seen by a number of different people who will remember the tone of the letter when asked for a reference about a former employee. Additionally, staying positive in a resignation letter can help a job finish on a positive, rather than sour, note.
At a minimum, a resignation letter should state the position from which the person is resigning and the date on which the resignation will become effective. Employees should consult employee handbooks to determine how much notice they need to give, with two weeks typical. In the case of a person in a senior position planning an exit, it is common to discuss the actual date of the resignation with managers and colleagues, in which case the date in the letter will not come as a surprise.
While a resignation letter can stop there, most people also include a short note expressing appreciation for their time at the company and regretting leaving. Even in cases where people live in harsh conditions, they should be able to find something positive to say, even if it’s a white lie. Saying “I have enjoyed working with everyone at Company Y” or “Company X has allowed me to be involved in many interesting and fulfilling projects” expresses appreciation, which will be remembered by supervisors.
Employees are not required to give reasons for leaving, although some may choose to disclose reasons such as relocation or career change. Employees need to be careful how they express this information to ensure they don’t scatter the jobs and companies they are leaving. For example, saying “I’m moving to Germany for a better job” is a no-no, but “I’m moving to Germany to pursue new career advancement opportunities” says essentially the same thing, in a much more polite and acceptable way. .
Despite highly publicized and often circulated evidence to the contrary, employees shouldn’t list grievances with a company in a resignation letter. Such grievances should have been raised with supervisors and other members of the company prior to the resignation and should not be mentioned or discussed in a resignation letter, as they may detract from the general polite and positive tone that should characterize a formal resignation.
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