The primary mission of the resignation letter is to inform your employer of your imminent departure. However, a well-crafted two-week notice can also work to resolve an ongoing dispute, compliment your supervisor and leave the door open for as possible return. And, the resignation letter may also affect your future job possibilities in the marketplace.
Keep the following tips in mind when writing this important document.
1. Are You Sure?
Before you submit that letter of resignation, make sure your decision is final. Do not write it in the heat of an angry dispute with your supervisor or at the first nibble of a possible job.
The negative consequences of writing in anger cannot be overemphasized. If the language is accusatory or directed at a supervisor in an emotional way, then this remains your final impression with that company. In most cases, once submitted, your resignation cannot be revoked. If that possible job lead falls through, then you are left in the cold. Not only are potential employers wary of individuals who quit jobs without an employment bridge, they also gain the distinct impression that you are not welcomed at your last place of employment. Neither of these factors will help you gain future employment.
2. Keep It Cool
Once you have decided to write the letter, make sure that the language is courteous and professional. Omit any emotionally-laden words. Thank your immediate supervisor and the company for the opportunity provided. Should you have a mentor relationship with your supervisor, be sure to graciously compliment him or her for their guidance.
There is no requirement that you specify exactly why you are leaving. Do not cite any disagreements with other staff, your supervisor or company policy. Remember, this is the final record of your time with this company. Concentrate on the positive aspects of your experience. If you have gained knowledge or expertise in a particular area, briefly include this in a complimentary fashion. Do not burn bridges.
3. The Process
Note the exact date of your departure. Keep a copy of the letter for your records. Submit the original to your immediate supervisor. Make sure that the letter is typed, error-free and enclosed in a plain white envelope. The letter should include essential information such as the date and your name, contact information, and position title. Address the letter to your immediate supervisor. Should you work in an environment where there are multiple supervisors or a hierarchy of supervisors, it's a god idea to include copies for these individuals as well.
In some work settings, it is customary to hand deliver the letter of resignation to your supervisor. Set up a short appointment in advance. Use this meeting to hand over your resignation letter and spend a few minutes chatting with your supervisor. You may wish to discuss your next position at this time or simply thank your supervisor in person. If at all possible, leave the meeting on good terms, with a handshake and words of encouragement from your supervisor.
Again, keep in mind that this is the end of your current job but marks the beginning of the next one. Aim for a congenial parting. You never know when or where you'll next meet this individual or whether at some point in the future, you may wish to return to this company.
Keep the doors open, even as they are closing.