Dos & don’ts while writing a resignation letter

A resignation letter is an ethical way to leave a company without burning bridges. Knowing the proper resignation letter etiquette can help to split from your employer amicably. In this article, we are about to discuss the DOs and DON’Ts of writing a resignation letter, but before we do that, it is essential to discuss resignation letter etiquette.

What is resignation letter etiquette?

A resignation is the appropriate professional way to terminate employment and inform concerned managers and the company about your decision. The resignation letter etiquette refers to the strategies used to compose the letter to deliver the right content to the concerned employer. Using proper resignation letter etiquette allows you to resign from the position on the best possible terms.

Let us consider what items should be there in a resignation letter.

DOs of a resignation letter

When writing a resignation letter, you must keep in mind to include mandatory information. There is no need to go overboard as it will confuse the recipients about the reasons behind resigning from their position.

Here are the critical inclusions to be made in a resignation letter:

Clearly state your intention to resign

You must clearly state that you are officially resigning from your current position early on in your resignation letter. It is crucial because it will inform the recipients about your intention and purpose for writing the letter. You can also include the appropriate subject line to give an idea about the content of the resignation letter.

Mention about the notice period

All companies have a policy about resigning, and you must review your company’s policy before writing a resignation letter. It is essential to consider the notice requirement for leaving employees. Depending on your position, you may be required to provide at least 30-day notice or more. It is a crucial resignation etiquette to give the exact amount of notice as mentioned in your company’s policy, or even more than typically required. Also, mention the last date of your employment with the company to leave no scope for confusion.

Offer a transition plan

When an employee resigns, it can be difficult for the employer to find a replacement, especially if the leaving employee has particular expertise. It is polite to offer to help your manager by training new hires or other employees to complete your tasks. You can also create a transition plan (a handover) by writing notes on how to complete the responsibilities that you work on. When there is an organized transition plan available, it is easier for companies to sort out things once you leave.

Explain your reason for leaving

It is essential to inform your company why you are leaving the job. You can be honest with the reason and provide a proper explanation, such as finding a new opportunity, moving to a new city, or returning to school. If you are leaving because of workplace environment issues, do mention them so that appropriate actions can be taken to correct them.

Express your gratitude

It might be a simple gesture, but expressing your gratitude is another important resignation letter etiquette. It shows that you acknowledge the opportunities you got at your current workplace and appreciate the skills you have learned. Every job offers learning opportunities that we can be grateful for. Most importantly, expressing gratitude shows the employer how thoughtful a person you are who is polite even upon departure.

DON’Ts of a resignation letter

Now let us discuss the items you should not include in your resignation letter. Ensure you leave out:

Negative comments about managers

If you do not get along with any manager at your workplace, do not mention it or make it evident in the resignation letter. Still, it is essential to remain professional and not include negative comments about your managers in your resignation letter. Often such comments are not well-received and can have consequences in the future, such as bad references given when enquired by your new employer.

Criticizing co-workers

Your resignation letter must not have a criticism of co-workers or any opinions about them. Best resignation letters are the ones that do not have any negativity or criticism. Most companies do provide an opportunity to leave feedback after resigning; you can include criticism at that time. 

Avoid overly positive tone

When you are not greatly satisfied with your current position, the use of positive language about the job, the company, and how great it was to work there can come across as sarcasm or even offensive. The best approach is to keep your tone neutral in a resignation letter.

Inappropriate language

This should be obvious. Still, many resigning employees use inappropriate language in their resignation letters. Your resignation letter must have a professional tone regardless of how you feel about leaving.

Avoid immediate departure

Unless there is an emergency, you must not resign immediately without proper notice. Such behavior can burn bridges, and you might end up getting a lousy reference or the company might not even accept your resignation. 

Conclusion

Leaving a company can be stressful for both the employee and employers. However, resignation letters help make the transition easy. Consider the DOs and DON’Ts mentioned above when writing a resignation letter. 

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