How to Write a Letter of Resignation

Are you resigning? Are you quitting your job? Then you need to write a letter of resignation.

People resign from companies for various reasons. These reasons range from a personal conflict with the employer to a desire for greener pastures. Sometimes, a person may just be tired of working for someone and may want to try out working for themselves.

Most people resign in the heat of hunger, and perhaps disparage their employer in the process. Being obnoxious may often feel like the right thing to do, especially when your employer was anything but pleasant!

Yes, it is understandable that you could leave with a few bad words; but it is not at all recommended. No way. When you have got to resign, no matter how nasty and mean your employer was, you have got to do it in a professional and polite manner. Why is this?

There is a Zambian proverb which goes like:

“You should not defecate at the source.”

It sounds a little harsh, I know. But the principle it advances is true: it is never a good idea to insult the employer (no matter how nasty he may be) you have worked for for a considerably long period, especially when you can attribute what and where you are to him. Why is this?

For one thing, in this uncertain world, you might never know when the wind might yet blow a different direction and you find yourself scurrying back to your former employer in humiliation. Now, imagine how great the humiliation if you left a few ‘good’ words.

For another thing, in today’s world, we all do lean on each other; and you might never know when your former employer’s word might make you or break you. For example, your new employer might consult your former employer for purposes of recommendation. If you left in the heat of anger and said things you never intended, they might just be too glad to mention how rude and unprofessional you are!

There is one more thing: it is not just a good idea to leave a bad record. Employers often keep a record of each and every employer who has ever worked with them; if they left and why they left. It wouldn’t be so nice to have a couple of bad comments in your file.

So having said all this, I am now certain you have realized the importance of resigning in a professional and dignified manner. Showing dignity and respect to your employer, even if you are leaving, will leave a huge impression on their mind. And they will certainly feel that they have lost someone valuable.

Writing a resignation letter is just one of the things that will help you resign with dignity. And so, I want to help you write that professional resignation letter and remove or minimize all the contempt that might be associated with the resignation.

Before we start, I would like you to take in to consideration the following important details concerning the process of resignation; because it will certainly affect how you must tailor your letter.

The movie industry idealizes resignation, as if it can just be done in a spur of the moment, where you just stand up one day and say ‘I quit!’ and then walk out and everything starts falling into place. In real life, it is not quite like that. No sir.

Before you quit, you should have thought everything through. Before you confront your boss in person (obviously in a professional and polite manner) about your decision to quit, you should everything figured out, including how you are going to survive afterwards. If you have already found a new job, that’s good.

Ideally, before you embark on writing your letter of resignation, you have already informed your boss in person of your decision. The letter is therefore a formal procedure that you should complete to validate your resignation.

The resignation letter itself is not so much of a big deal. There’s really nothing much to say, aside from the fact that you have resigned, and the position you have resigned from. We will assume that you have already discussed in person with your employer why you are leaving; but if you care to, you can include that.

After a lot of deliberation, I have figured that the following are the most essential things you ought to include in your resignation letter:

The fact that you are resigning
The position you are resigning from
The date on which your resignation will be effective
Your gratefulness for your time spent with the company
Okay, that is about it.

Now, let’s see how you can draft that letter. Note carefully the example below:

Note: if you want to know how to format a business letter, review this article: Formal Letter

In the first paragraph, the writer mentions two pertinent things: first the position he is resigning from and the date his resignation will be effective. This is always a good idea because the company may need time to deal with the loss of an employee and get a replacement. You have to bear in mind that abruptly leaving may cause disruption to business; and you wouldn’t want that to happen, would you?

In the second paragraph, he takes the time to state the reason why he is resigning. It is not always required, but in some circumstances, you may want to include it. Keep it brief. I have a feeling the writer included this reason because he assumed the employer would be helped to understand his decision, and perhaps even support it. If he had any other reasons, say perhaps he did not like working for long hours, he tactfully does not mention it.

In the third paragraph, he extends his gratitude for his time with the company. This definitely gives his letter a plus.

And finally, he offers to comply with company procedures that should be followed upon the announcement of a resignation. This is definitely a good idea. In your resignation letter (if you ever choose to resign), be sure to do the same.

Let me see. I think you are now ready to write that resignation letter. Take a deep breath… and start writing. I hope you have thought things through. And by the way, if you want to quit your day job and be your own boss, I recommend sitesell. Give it a try.