HOW IMPORTANT IS A GOOD RESIGNATION LETTER?
This is one of the more difficult letters to write. It would be easy to say “I QUIT - See you later!” However most companies require a notice period to be given, and some studies have shown that the employers remember more about your performance during this period than any other time. A well worded letter can help make this time comfortable, if not enjoyable for everyone, can help get you a favourable written reference and help the employer to remember you well in the future if a verbal reference is required. “NEVER BURN YOUR BRIDGES – YOU NEVER KNOW WHEN YOU’LL NEED TO CROSS THEM AGAIN!!” RULES FOR A RESIGNATION LETTER:
Do not make any negative statements about the business or people or offer ways for the company to “improve” (in your opinion!). Clearly state the date you intend to finish and make sure it is the length of time required in your employment contract. Allow extra time if you are able. Give a reason why you are leaving, however you do not need to be too specific.
Offer to be available to help after you finish. Indicate how the employer can contact you after you have gone, for those “where did you put the blue folder” type questions. Let them know the positive points of your time with them. For example, “great people”, “provided a valuable stepping stone in your career”, “you will miss the first class professional facilities”, etc No matter how negative, worn out or just keen to move on you are, try to make the letter sound sincere, not sarcastic or out-right lying. These are people who know you and will most likely have noticed any decline in motivation and enthusiasm toward the company / your job. Check spelling and grammar. Put it in a sealed envelope addressed to your manager, human resources manager or appropriate member of staff. Give to them directly, do not leave in a “pigeon hole” or on their desk as it may be overlooked or fall into the wrong hands and then when you come to leave there may be complications as no-one will know anything about it. REMAIN PROFESSIONAL
RESIGNATION LETTER STRUCTURE The basic structure of the letter should include 4 – 5
paragraphs. Avoid the temptation to be negative or sarcastic in the letter as all this does is to undermine your professionalism and the quality work you have provided during your time with the company Paragraph 1: Should include the reason for your letter ie: you want to notify them of your intention to resign from your position and the date you would like to leave on. To ensure this there are no misunderstandings include your job title and write the date out in full. This is particularly important if it is a large company and your letter is addressed to the HR manager and not your direct manager. Paragraph 2: This paragraph should explain why you want to leave the company. You do not need to be too specific, however you want to leave them feeling comfortable about having you around as you work out your notice. Examples include: I have been offered an opportunity that was too good to refuse and is in line with where I want to take my career long term. I have decided to attend university full time to obtain a qualification that would benefit my career long term. For medical reasons I am unfortunately unable to continue working in this industry. I have decided to take a risk and change the direction of my career entirely. Paragraph 3:
In this paragraph you have to put in the feel good factor that will help make life comfortable for everyone while you remain with the company. This is where you let your employers know of the positive things about the company and the positive impact it has had on you and your career. Compliment your manager on things they have contributed and let them know how valuable the experience has been and how much you will miss them. Don’t go overboard and don’t be insincere, it will be noticed. Paragraph 4: In this paragraph let them know that you are prepared to do anything required to assist with the smooth transition to the replacement employee. Offer to help with training and let them know you are available to answer any relevant questions they may have after you have departed. (Include your mobile phone number and private email address at the bottom of the letter). Paragraph 5: Thank them once again for everything they have done for you and wish them, the company and its employees all the best for the future. Sign off “Kind regards” and your name and contact details.
Example Resignation Letter:
Jo Bloggs 114 Any Street EAST TAMAKI Auckland 10 January 2003 Mr Big Boss Dream Jobs Ltd 100 Queen Road MANUREWA Auckland Dear Mr Boss I wish to notify you of my intention to resign from the position of Sales Representative. I would like my last day to be one month from today, Friday, 10th of February, 2005 as per the agreed notice period in my employment contract. I have been offered an opportunity that was too good to refuse and is in line with where I want to take my career long term. It is with great regret that I have to leave this company as I have gained valuable experience while working with such a professional team. I also appreciate the personal mentoring I have received. I assure you I will do what ever I can to ensure the transition with my replacement is as smooth as possible and would like to assist with any training required. Please feel free to contact me any time to answer any work related questions you may have after I have finished. Thank you for the opportunities you have provided. I hope the company has continued success and I wish yourself and the employees all the best. Kind regards Jo Bloggs Telephone: (649) 444-3242 Email: jobloggs@coldmail.co.nz