How to prepare a letter of resignation

While it’s perfectly acceptable to resign from a position without any sort of official documentation, putting your intentions in writing certainly makes your departure easier. A letter of resignation formalizes your resolve and provides you with a chance to select your words carefully. Here are some important points to remember:

1. Keep it positive
Consider your letter an opportunity to express gratitude for all the opportunities and learning experiences you have had during your tenure. There’s no need to explain your decision to leave; simply state that you’ve been given a chance to advance your career and have decided to take it.

2. Don’t close any doors
While you’re moving on to another company, don’t think of your departure as an ultimate good-bye—especially if your new position is in the same industry. You’ll probably come into contact with former co-workers and superiors from time to time, and will almost certainly rely on one of them for references in the future.

3. Don’t forget your colleagues
Only your boss will receive your letter, not with the people you have worked with day in and day out. Take time to speak with support staff, senior executives, and other associates. Talk with them in person; focus on positive past experiences rather than on your excitement to be leaving. Some employees may feel the need to tell you about their own displeasure, which you should counter with a reminder of how much you’ll miss working with them.

What should you say?
Obviously, every letter of resignation is unique in its details, but the following presents a good model, generally, of the shape such a letter should take:

Dear Mr. Jones,

Please accept this letter of resignation from the position of Head Widget Manager. It has been my distinct pleasure to work with you and represent WidgetMaster during the past few years, but I have chosen to accept a job offer from another firm. I would like to thank you for all the support you have given me, and hope you understand that this decision is not the product of ill feelings toward this company.

My last day at WidgetMaster will be April 30th, two weeks from today. I will make every effort to finish any current projects, and will try to make myself available for training my successor.

I wish WidgetMaster continued success. Please let me know I can be of any further service in this time of transition.

Sincerely,

Harry Hoover