I received an email in response to yesterday’s article The importance of leaving a job (you hate) gracefully, regarding resignation letters, and the format they should take, and since I’ve written “one or two” before, I thought I’d write a post on the topic.

This is a subject that causes a lot of confusion, but in reality resignation letters are actually far more straightforward than many people believe.

We’ve probably all heard about the very grandiose resignation letters people like politicians (or very senior company executives) write when they leave a post, and they often do this because they are trying to make a point, or clarify the exact reasons for their decision.

Being politicians they are probably also trying to take a shot at an adversary or two at the same time, since the eyes of the media are on them, and they have everyone’s attention. Well, that’s politics for you.

For the rest of us however something a little less complicated will suffice. In fact you may be surprised just how simple the wording of resignation letter can be. Really all we are doing is advising our employer that we are leaving our job and the date that this is happening.

Here is an example you could use in just about any situation. No emotionally charged speeches or filibusters here!

See what I mean when I say simple and straightforward? As I say, this is all that is really necessary in a resignation letter.

There is no need to list or offer any reasons why, since these will probably come to light during the discussion after you resign, or at the time of your exit interview.

In many cases resignations are not surprises, but merely formalities, and chances are you’ve probably already discussed your intentions with your employer, and they already understand, or know, why you are leaving.

If however you do feel the above example is a little too short, or “to the point”, you could also insert a paragraph like this, particularly if you have worked closely with the person you are addressing the letter to.

As I said a resignation letter is really only a formality, and simply confirms your intentions in writing, and as such it is not necessary to be verbose, or attempt to justify your decision in any way.

And while a formality, resignation letters do not need to be overly formal. In my example, you will notice I have addressed the manager by first name. It is quite acceptable to address the person you are writing your letter to in the way you usually do.

There is no requirement to address someone by honorific (that is Mr, Mrs, or Ms, or title, such as Doctor) just because you are writing a resignation letter, unless of course you usually refer to them that way.

Are you ready to quit your current job? I mean really ready? Does the thought of another day, even another minute, at that place fill you with dread and anxiety? Wouldn’t you just love to throw it all in, and instead focus your energies towards making the career transition you have been planning for so long?

You are not alone. I once knew someone who was so disenchanted at the prospect of going into work one morning, and a job he was thoroughly fed up with, he instead faxed a resignation letter to his boss minutes after waking up, and went straight back to sleep!

As tempting as an approach like that may be, it is not something I recommend however. Despite the frustrations that your current job and career may be causing, there are a number of very good reasons why staying put for the duration, and making a graceful exit, are part of a sound career change strategy.

Before anything else, what happens tomorrow?
What if you leave your job on minutes notice? How will you manage financially? You may forfeit all your unused holiday pay and any other allowances by departing abruptly, and end up with a very, very, small final pay cheque. Do you have sufficient savings to last until you start another job?

But, I only had to give five minutes notice…
The story about sending that early morning resignation letter by fax may amuse your friends, but it probably won’t cut much ice with recruiters. How will you explain walking out on your last employer at a job interview?

Your reputation and professional standing
And how will you also deal with the issue of a reference from your last employer. Or lack of a reference?

While it may be true your old job as a book keeper doesn’t have much relevance to the new career you are planning as a commercial photographer, you will still to show you have a professional work ethic.

Career changers need all the support as they can find. Having little, or no, experience in a new career field is hard enough, but if word gets around that you have a poor work ethic, trying to make a good impression becomes all the more difficult.

Burnt bridges
Going out in a “blaze of glory” after a heated argument with your boss, in front of all your colleagues, may make for a good sitcom storyline, but you never know where or when you might meet an old employer again, need their assistance, or even do business with them, in the future.

And as much as you may loathe your current job, this has to be one of the best reasons for leaving with dignity and restraint.

Conclusion
Of course if you are completely at the end of your tether, then leave, but resign in accordance with the provisions of your contract or workplace agreement. For example, if you are required to give four weeks notice, then do so.

This doesn’t necessarily mean you will have to work out the full notice period though. For instance if you have unused holidays, you may be able to depart sooner, by effectively going on leave for all, or part, of the resignation period.

This is a matter you will need to discuss with your employer though, and is something that will be dependent on the staffing and workload requirements of the company.