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So, your hard work has finally paid off. You now realise that all the Small Revolution lesson reading you did, the quizzes you keenly took and completing your assignments was truly worth it.

An employer has noticed your neatly packaged ePortfolio on Kazi Work, booked you for an interview and has offered you an irresistible new position.


Your dream online career has literally just begun. But wait a minute, there’s one more thing standing between you and your fab new job – submitting your resignation letter.

Now that you’ve been offered an irresistible new position, you need to quit like the professional you are by nicely informing your current employer of your intention to terminate your services at their company.

But first a warning:

Yeah, it’s 2018, and technology has made communication super snappy. Your employer is only a tweet, email or SMS away.

BUT don’t even think about sending your boss a lame text saying “SRY BOS NOT WRKIN 4 U NY MO.” complete with smiley frowny emojis.

Or worse, writing ridiculous resignation letters. Can it get any worse? Quitting like Scarface.

You get the point, right? – UNPROFESSIONAL

Now, forget all that and let’s help you craft the perfect resignation letter that will let you exit gracefully and with dignity. Besides being the right thing to do, it’s crucial for your career advancement.

You may end up coming back to your company (hey, it happens) or need future references or… (fill in the blank)

Ready to quit like a pro? Let’s fire away.

What to Do Before Writing your Resignation Letter

Before you even set out to write your resignation letter, you need to verbally notify your boss.

Resigning in person portrays you as mature and professional. Whether you have a good or a strained relationship with your boss.

The first thing to do is book your boss for a brief discussion which should ideally take just a few minutes.

Once your boss gives you an audience, inform him that indeed you are leaving. Keep in mind that you ought to be intentional and thoughtful about what you share.

The key points to highlight in the discussion include your last working day and what you’ll be willing to do during the transition period. To top it off, express your gratitude for the work opportunity.

Naturally, your boss may end up asking you many questions. But remember this; you aren’t obliged to disclose any personal information that you may not be comfortable sharing.

And that includes details such as where you are going and the salary you’ve been offered among other personal questions.

After that talk, can you then consider drafting your resignation letter – which is a requirement in most companies nonetheless? Not forgetting to carefully consider the information you’re comfortable sharing in your letter.

What are the Basics to Writing a Resignation Letter?

First and Foremost Calm Down

Take it easy as you set out to write your resignation. Think of it more like a back up to your word of mouth and to make the matter official. And in any case, your boss already has the information first hand so, it shouldn’t be awkward anymore.

“Don’t burn your bridges”

Be polite, respectful and express your gratitude in your letter. Besides being a humanly decent thing to do, you never know what the future holds.

Down the line, you may need references. And who is better placed to turn to than your former employer? Therefore, don’t burn your bridges.

For a thoughtful and straightforward letter, be sure to include all of the key contents outlined below:

✔ Company name and address
✔ Greeting
✔ Current job title
✔ Effective resignation date (a minimum of two weeks from the header date is ideal)
✔ An expression of gratitude for the opportunity
✔ Transition offer
✔ Signature

Relationship and Tone of the Resignation Letter

Now you have the basic information on what to include in your letter. But there is something else you need to consider before actually writing your letter – the tone of the letter.

Tone can be simply defined as your attitude towards the subject at hand (which in this case is your resignation) and the person you’re addressing the letter to.

Your choice of words is bound to convey your tone. Therefore, carefully think your words through as you write.

Ask yourself these questions to help you keep your tone in check:

  • To whom am I writing this letter?
  • How is my relationship? Friendly or somewhat rocky?

The bottom-line is this: Beware of the message you’re sending out in your resignation letter. Watch the video below for further notes.

Keep reading and you’ll find out how to send the right message.

Keep Off Negativity

Don’t let negativity affect your vision. A lot of people have said harsh things, but I don’t let it affect me. If anything it gives me more enthusiasm and pushes me to do better in my career so I can prove them wrong.
– Nicole Polizzi

This is neither the time nor the place to rant and express your displeasures. Instead, focus only on the good in your resignation letter.

And as you convey your gratitude, be sure to cite the specific instances for which you’re grateful.

As much as it may be tempting to give your boss (assuming you hated your boss) your two cents, resist the urge. Whatever your reasons may be, just let it go.

The point is not to leave any negative emotion in your resignation letter, however toxic your work relationship was.

If you’re going through a shaky resignation, consider getting a second opinion of your letter before submitting. Just to ensure that you’ve maintained a perfectly professional tone.

Sample Resignation Letter

With reference to the points we’ve discussed above, here is a useful sample template to help you craft your perfect resignation letter and exit with dignity.

Feel free to adjust it to suit your company’s culture. Also, submit it through the acceptable channels at your company.

[Your Name]
[1234 Street Address]
[City, State, Zip]
[Today’s date]

[Company Name]

[1234 Street Address]
[City, State, Zip]

Greeting: Dear [Supervisor’s name(s)],

Date of Resignation: As we discussed earlier, please accept this letter as my formal resignation from [Position Name] at [Company Name], effective [X] weeks from today, [current date]

An Expression of Gratitude: I want to take this opportunity to express my deepest gratitude for what I have learned as an employee of [company].

I have been fortunate for the opportunity to grow and learn more about [Industry Name]. In working alongside my team and under [your] leadership, I have gained a surplus of knowledge and experience.

Thank you for this opportunity. Your guidance and support have prepared me well for the future.

Best Wishes / Signature: I am happy to use the next [X] weeks to make the transition as smooth as possible. You can reach me anytime at [your phone number] or [your email address].

I wish you and the company the very best in [year] and beyond.

[your signature]
[your name]

Resign with Grace and Dignity

Now you’ve got it, right? Writing a resignation letter shouldn’t feel like a daunting task anymore. All you have to do is follow the guidelines we’ve just outlined.

So, let’s recap the basics:

✔ Firstly, notify your boss verbally
✔ Clearly state your intention to resign
✔ Give appropriate notice
✔ Thank your employer for the experience
✔ State that you’re willing to help during the transition
✔ Watch your tone
✔ Leave negativity behind
✔ Don’t vent or complain
✔ Have a nice and warm closing in your letter
✔ Keep your letter short
✔ Read your letter over before you turn it in

Bottom line: Don’t burn your bridges. Happy quitting!

Ready to work online? Submit your resume and get listed on Kazi Work now.

Photo: nensuria

Katrina McKinnon

I'm Katrina McKinnon, founder of McKinnon Group and Small Revolution. I'm using my 20 years' experience in building and operating online businesses to create engaging educational materials that helps others become successful online workers. Find me on LinkedIn and Twitter.

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