Job transitions are part and parcel of working life, so writing a good resignation letter is an important skill to have. What can you do to leave a good last impression?

By Liu Lian Feng

You’ve just been offered a dream job at another company, but before you take the next step in your career, it is vital that you and your present firm part on amicable terms. Turning in your resignation is not always an easy task as you may have invested many years in this company and made many friends.

Here are some guidelines for writing a resignation letter that will help make the transition an easier one for both parties:

• Ensure that your resignation letter is written in a professional manner
Type your letter in a standard business format, with the date, addressee and company’s name stated prominently. The language used should be formal and impersonal. Letters written in a casual, informal tone will reflect badly on your professionalism.

• State your objectives clearly in the letter
The first paragraph of your letter should state your intention explicitly. Indicate that that you wish to resign from the stated position, with your reasons highlighted in the subsequent paragraphs. Keep your letter brief and concise.

• Specify your last day of service with the company
Many companies require employees to serve at least one month’s notice to allow time for the exiting employee to train and hand over his duties to the next person. It is also important to specify your last day of service in the letter so that you will have proof of having notified the company. This will help prevent any disputes when it comes to computing your final month’s salary.

• Outline your achievements in the company
If you have been working in the firm for a few years, highlight your achievements – targets achieved, progress in the department, your capabilities as a supervisor, working relationships with clients and colleagues, revamping the company brand, and so on. This particular aspect is important as you may find yourself interviewing for a position in the same firm in the future, and the letter will serve as a reference for the human resources department.

• Express your gratitude
Every employee learns on the job, no matter how good or bad the experience may have been. Focus on the positive, such as the lessons that you’ve learnt while working in the company, and how much you have enjoyed working with your colleagues. Let your supervisor know that you’re glad to have had the opportunity to learn from him.

• Keep your letter formal and detached
Don’t let your emotions creep into the letter. It is unprofessional to whine, complain or verbally abuse your supervisor, colleagues, clients, company and its policies in the letter. Do not be so eager to burn your bridges! For all you know, you may find yourself working with them again in the future. Maintaining a good relationship with your supervisor will also prove to be beneficial to your career if you need him to write you a referral letter for your next job.

• Do not reveal your career plans
You may be ecstatic over your next job, but remember to keep your future plans to yourself. Don’t brag about your next job appointment. Be gracious and refrain from making comparisons between your new employer and the your old one.

• Evaluate and edit your letter
Read through your letter carefully after you have finished writing it. Make sure that it is free of grammatical errors, and that you’ve quoted accurate details where necessary. Take some time to think about the details you want to include in the letter before typing it. You do not want to write anything that you might regret later.

• Make copies of the letter
Always ensure that you have three copies of your resignation letter – for your boss, the human resources department, and yourself.

• Present the resignation letter personally
Everyone deserves respect at the workplace, and your supervisor is no exception. Hand the letter to your boss in person when you tell him about your resignation. Timing is very important. Do not tender your resignation before a major event or project as this may affect your professional reputation. A professional parting will also ensure that you will be able to serve your notice peacefully.

Remember, your resignation letter will be filed with the company’s human resources department after you leave. Make a good last impression with your resignation letter, for your reputation in the company and in the industry may be at stake.