by Camilla
Patten
http://www.jobs.co.za
©
2008
Handing in a resignation letter is one that usually
comes with mixed feelings. No matter how bad your experience may have been or
how frustrated you were in the position, you are now ready to write your resignation
letter and there is special care that needs to be taken when doing so.
While
you may be looking forward to starting your new job, you will also need to say
goodbye to colleagues whom you may have developed close relationships with. Whatever
your resignation story may be and however interesting it may sound, aim to resign
with dignity and pride and never burn your bridges.
There
is usually a compelling reason to look for a new job and to want to quit your
current job and most of the time it's because your current working environment
no longer fits your employment needs. While this may sound like the "amicable"
way to describe your resignation letter, it will be to your advantage to approach
each resignation document with such a neutral stance. Never use your termination
letter as an opportunity to voice your gripes with your company or to "tell
your employer off". If you have reached the resignation phase you should
be steadfast in your decision and airing dirty laundry about your company in your
letter to terminate your employment will only lead to animosity and resentment.
When handing in your letter of resignation, do so with respect for your employer
as well as yourself.
Read further for steps to writing a
resignation letter and be sure to leave your old job with a positive impression.
STEP
ONE: Resignation Letter Stationery.
While the stationery
you present your letter of resignation on may be the very last thing on your mind,
this is exactly the reason why this step is listed as being of first and foremost
importance when resigning. Present your resignation letter on clean un-used white
paper. Don't try to sugar coat the fact that you are quitting your job by writing
your termination letter on feminine paper or anything other than the norm. Regular
A4 (A four) paper should suffice, accompanied with the company's logo. If you
have one available to use, the company letter head is perfect on which to write
your resignation letter.
Take pride in yourself and your
business ethics by preparing your letter of resignation on stationery that reflects
your professionalism and attention.
STEP TWO: The Resignation
Letter Layout.
If you are anything like me, the last time
you took note of how to write a formal resignation letter, was years ago, so here
is a simple clean layout that you can use to guide you when preparing your letter
of termination of employment. On the top left hand side (just beneath the company
logo if you are using a letter head) of your letter of resignation, starting on
a new line per detail, list the name of your line manager or supervisor whom you
will be resigning with, followed by their title or designation, the name of the
company and finally the date. Once you have stated these details, skip two lines
and begin your resignation letter by addressing the person whom you intend on
resigning with.
STEP THREE: Resignation Letter Content
and Tone.
Your last impression is as important as your first.
To elaborate on this, it is safe to say that although you may be desperate to
give your boss a piece of your mind when resigning, don't. Never burn your bridges
when resigning and remember that the boss you resign from today may be a client
you are trying to sign tomorrow. There may come a time where your path may cross
an ex- employer and considering how small the world is these days the likelihood
of this happening is high. Address your resignation letter with a positive attitude
and tone. You have already decided to better your current situation and by writing
your resignation letter with an aggressive tone and an attitude of complacency
will only make a sensitive situation worse. It is your job to illustrate your
willingness to make the resignation process and notice period run as smoothly
as possible.
Use your resignation letter to display humility
as well as your best business etiquette. With a positive attitude, detail that
it is your intention to provide written notice to terminate your employment. Detail
the notice period you will be working and ensure that this is in line with your
employment contract. If you would prefer not to mention where you will be moving
to, you are entitled to maintain your anonymity and needn't detail anything further.
STEP
FOUR: Your Resignation Notice Period.
Although detailing
your notice period makes up the content of your resignation letter I have listed
this as a separate step to exaggerate the importance of this facet to resigning.
Before preparing your resignation letter it is vitally important that you refer
back to your employment contract to be clear on the resignation terms and conditions
that you have agreed to. Depending on how long you have been employed at a company
your notice period may vary from company to company but this will be clearly defined
in your employment contract.
Generally speaking a notice
period is no shorter than 4 working weeks and no longer that a calendar month.
Based on these details, it is of the utmost importance that you clearly state
the date from which your notice period will begin. You will also have to define
the date at which your notice period will conclude and the termination of your
employment will be effective from. As these are company specific terms and conditions
please confirm your notice obligations prior to resigning and make sure you have
been clear with your intentions in your resignation letter.
STEP
FIVE: Thank Your Company.
While you may be fed up with your
company today, there was a time during your employment that you were happy. Even
if this is not the case, by having been employed by the company you now wish to
resign from, it will be to your advantage to express your thanks and gratitude
in your notice letter. This is where some may have to dig deep and keep their
comments amicable and polite but try to remember the age old saying; "If
you have nothing nice to say...lie!"
Any resignation
it a difficult task to endure and the formality of a resignation letter is something
we all have to do it at some stage in our career. The easier you make this on
yourself the better this process will be for you as well as your employer. Remember
that each working experience that you have is a valuable reference. In order to
secure a positive reference you need to ensure that you are compliant to company
policy and procedures when resigning as well as display compassion and understanding
to your employer in your letter to terminate your employment.
Nothing
in business is personal and it is up to you to be the bigger person and display
your maturity as well as your business acumen. If that fails, Oscar Wilde once
said "Always forgive your enemies...nothing annoys them more"
