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How to Pen an Effective Resignation Letter?

October 7, 2015

So finally you’ve decided to move on. The rule of thumb in the case of a resignation letter is: Less is more. So always try to be concise and to the point in conveying reasons to quit.

Do not try to get into a wordy jumble citing reasons to quit at length in a resignation letter, for this is not a chance to explain your decisions. The very act of choosing to walk out of the door is not pleasant news for the employer (unless you are the one, he wanted to fire however, you chose to quit instead scenario).

Once you’ve made your mind and perhaps signed the dotted line on your new gig, you are now standing between your new job and the current one. Herein it is utmost crucial and important to set the tone right in your resignation letter.

This official bearer document should be well-worded as it gets presented to the higher management, such as to not complain or comment, to sour relationships with your bosses as you quit.

While you might be in your excited spirits to quit the current job role, but resignation is not a golden chance to vent out your frustrations or comment about the current workings of an organisation.

This is not the opportune moment of influencing change either, when you’ve already chosen the path forward for the future. The tone of the resignation letter will help maintain good relationships with your bosses, during the weeks of serving notice with your current company.

Here are three basic steps to draft an effective resignation letter:

  1. Focus on getting the basics right

As you quit, you might feel the urge to complain or the need to sugar coat stuffs to leave an indelible impression on the minds of your superiors. However, when drafting the resignation letter it is advisable to keep it short and simply worded.

All you need is to highlight the position/job role you’re resigning from and the effective date for notice period to begin. While you might have shared with your immediate boss and HR manager the reasons to leave, it is not required to state the same in detail on your resignation letter. This is one mistake most professionals make in their resignation letter. Keep it plain, short and simple.

See: What to Do When You Quit Job Without a Backup Plan?

  1. Express gratitude with “Thank You”

It is always appreciated to express gratitude and thank your employer for the learning opportunity provided to grow during your tenure with the organisation. You can always highlight some positive aspects about the work culture or most enjoyable moments at work, during your association with the company in the resignation letter.

Even if you maybe thrilled and overjoyed to embrace the new job role in an established company, remember you will always need positive references down the career lane. Hence it is always advisable to quit gracefully on a pleasant note.resignation

  1. Smooth transition and Hand-Over

Finally, towards the end of the resignation letter you can always conclude to ensure your boss of smooth transition and complete handover of duties, files and any confidential information that you possess in the hands of the HR manager as you walk out of the job role.

A couple of lines stating you’ll ensure wrapping-up of all tasks before quitting, would indicate your  responsibility and respect for the current organisation. Do not take any leaves during the notice period, unless absolutely necessary. Continue to stay until the final last day on your current job.

Positively wish company success in all future endeavours for growth and assure to stay in touch with colleagues and managers in the near future. You can customise this letter, in case you possess a template of your own, or as per organisation standards and job demands. But keep it plain and simple.

It is always good to leave positive impact on the minds of your managers and superiors as you exit, because if just in case you would like to join the company back in future, your professional credibility will help you stand a favourable chance for consideration to be a boomerang employee.

Also read: How to Quit Gracefully?

Image credit: flickr.com and petmedicrecruitment.com

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