How To Resign

How To Resign
By Edward Chalmers


The time has come to leave your job. You've given it careful consideration, you're not acting in anger or frustration and you've got a well thought out action plan for your upcoming job search. Better still, you've accepted a new position and have confirmation in writing.

You've taken your business card file home, you've copied down the e-mail addresses of colleagues you'd like to stay in touch with in the future and you haven't breathed a word to anyone at the office about your decision to leave.

Your expense claims are up-to-date and you're certain you have no company property or business files at your house. It's time to submit your letter of resignation.

why is a letter necessary?

The letter of resignation is more than a professional courtesy, a formality or standard business etiquette. It is a very important step in your career. Your letter will be retained on your personal file at Human Resources.

If you need your current employer as a reference, if you ever reapply or if the company headhunts you, a high quality professional-looking letter of resignation will make a positive impression.

Here are 10 tips to do it right and make it memorable.

1- Present a professional-looking document

Use good quality, plain white paper and print your letter in the standard business letter format. Make sure it's well written and proofread your letter carefully. Do not use company letterhead. Put your home address at the top and type your name at the bottom underneath where you will sign. You don't want anyone trying to guess whose signature it is.

2- Be clear

In your opening paragraph, preferably in the first sentence, state clearly that you are resigning. Make sure your letter does not sound ambiguous, immature or threatening. A letter of resignation is irrevocable and is not a tool to negotiate a higher salary or better working conditions.

3- Outline your achievements

Briefly touch on some highlights of your accomplishments. Even if you are resigning on bad terms, this is an important step. Say things like: "It was a real pleasure to be on the team that developed the..." or "I thoroughly enjoyed representing the company at international meetings..." Your goal is to provide positive reminders of your contributions without sounding self-centered. Remember; you're creating reference material.

4- Express appreciation

Thank your boss and extend appreciation to your colleagues. Even if you're thrilled to be leaving those jerks, say something nice. Wish the company continued success. You never know: someday someone might recommend that they hire you back. Make sure you don't burn any bridges.

Give a date of departure, eliminate your emotion and be discreet

5- Specify a departure date

Give an effective date for your departure. It's generally acceptable to give two weeks' notice, but your company may have different standards or expectations. It may have been specified when you were hired. If staying on may affect employee morale or if you deal with confidential competitive information, you might be asked to leave sooner -- possibly even the same day you submit your resignation. Ensure you've deleted any personal correspondence from your computer and you don't have any outstanding unclaimed expenses. That way, if this is your last day in the office, you're prepared.

6- Eliminate emotions

It is not necessary to give your reasons for leaving, either in your letter or as you are giving it to your boss. It's definitely not appropriate to blame people or point fingers, no matter how obnoxious your coworkers were or how dangerous you think the working conditions are. Never threaten, whine or slander. Your manager may try to talk you out of your decision or may react with anger. Stay calm and handle it with courtesy and professionalism.

7- Keep your plans private

Avoid naming your new employer. No matter how enthusiastic you are about your new job, keep it to yourself. Don't mention it in your letter or when you give your notice, and don't gloat to your boss or brag to your colleagues. If you are leaving to return to university or to fulfill your lifelong dream of sailing around the world, include that information. It leaves the door open for possible re-employment.

8- Edit carefully

How long should your letter of resignation be? Keep it to one page, at most. Edit out any superfluous details and extra words. Use the word count feature on your PC and keep your letter between 200 and 350 words.

9- Present it personally

Hand the letter to your boss at the same time you inform him verbally. Consider your timing. Avoid giving the impression that you are leaving the company in the lurch. Announcing your intention to leave just before a major product launch is lousy timing and will adversely impact your professional reputation. Never submit your resignation when your boss is on vacation. No matter how much you dislike him, you owe him the professional courtesy of giving him your notice personally. Do not discuss your plan to leave with anyone in the office before submitting your resignation.

10- Make copies for pertinent individuals

It may be very tempting to send your letter of resignation to the CEO but unless you report to him, don't. Address it to your direct boss, with a copy to Personnel or HR. Keep a copy at home for your own records.
always remain professional

Your letter of resignation will close a door but may also open others in the future. If your current employer takes over your new company, you want to be remembered for the quality of your work, your professional courtesy and your classy departure.

Just as a cover letter with an application makes a good impression and gets you noticed, a high quality, well-written letter of resignation will ensure that your achievements and contributions are remembered.

Resources:
http://businessmajors.about.com
www.ehow.com
http://content.monster.ie