A Little Help Please

(Thoughts for a candidate on resigning)

by Jeff Skrentny, CPC/ CTS

Copyright (c) 2000, Jefferson Group Consulting

A candidate will need to write a letter of resignation and give it to their boss to open the
resignation meeting. I suggest a very simple four-sentence, two-paragraph letter of
reference that is direct and to the point. The letter reads like this:
Dear Boss,
Please accept this letter as my official notice of resignation. I
appreciate the work we have been able to accomplish together
at (company name), but I have now made a commitment to
another organization and will begin with them in two weeks, or
sooner if the situation permits here.
Know that it is my intention to work diligently with you to wrap
up as much as possible in the next two weeks to make my
resignation as smooth as possible. If you have any suggestions
on how we can best accomplish that goal, I hope you will share
your thoughts with me, as I am eager to leave on the most
positive note possible.
Sincerely,
It is also no accident that "thank you" or "I'm sorry" does not appear in this letter. There is
nothing to say thank you or I'm sorry for at this juncture in one's career. Yet,
inappropriately, that is how many resignation letters begin. Furthermore, candidates
giving notice must understand it is unprofessional and improper for them to use the
resignation letter to tell the current boss where they are going, what they are doing in
their next job, and/or how much they are making.
I suggest that with the above letter in hand a candidate open their resignation meeting
conversation by saying:
"Boss, I have made a commitment to join another organization and will begin
working with them in two weeks, or sooner if the situation here permits. Please
accept this, my letter of resignation. I would ask that you take a minute to read
my letter before we discuss together how we can make my transition as smooth as

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possible."

Almost no boss in the world doesn't know what is about to happen when their employee
walks into their office with an envelope in their hand. The opening gets right to the point
without unnecessary small talk. It also makes it clear you are not planning to talk about
your decision to leave. Instead, it is clear that what you plan to discuss is the transition
now that you have made a commitment to leave. It makes the transition the most
important item to discuss in the conversation that is about to occur.
Every time the boss asks anything not related to ensuring a smooth transition, a candidate
should deflect the other questions simply by saying:
"I know you may be curious about that, but it is not my intention
to discuss where I am going or why. My decision is made. I have
made a commitment to another organization. If it is really
important for you to know where I am going and why, let's talk
about it when it is not an emotional issue for us, say a month
from now. Today, my goal remains to discuss how to make the
transition as smooth as possible."
To help my candidates feel comfortable about using the above deflector, I ask them why
it is that on the day they give notice suddenly their opinions are so important to their
boss? That perspective usually reinforces that there is no purpose to the resignation
meeting except to leave on as positive a note as possible through a carefully planned
smooth transition. That is the resignation meeting's sole purpose.

Informing your current employer of your resignation takes tact and discretion.
If they inquire as to whom you new job is with, it is best to tell them that you
cannot disclose that information until your new employer announces it within
his/her own organization. The following sample letters are suitable
correspondence to announce your resignation.

Sample Letter One

(Date)
Dear :
Please accept this letter as my formal resignation as (Title) for (Company) to

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become effective as of (Date). I have accepted a position in (Location).

I believe this position will offer me more challenge and opportunity for
advancement as well as allow me to broaden my own experience and
knowledge.
I want to take this opportunity to thank you for your time and efforts in my
training and advancement during the past (Time). The support and concern
shown by you and the rest of the management team has been deeply
appreciated.
I leave (Company) with no animosity or ill will and wish you and your
company continued success.
My decision is irrevocable and any counter offers extended by you and/or
(Company) will be rejected.
Sincerely,
(Your Name)
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Sample Letter Two

Dear _____________,
This is to inform you that I have accepted a position with another firm.
Therefore, I would like to offer my resignation effective _________.
I want to assure you of my gratitude for a rewarding professional association
during my employment with (current employer).
This decision was not an easy one, and involved many days
and hours of thoughtful consideration, particularly with respect
to my own plans for my future. Nevertheless, the decision is
final.
Please do not make this process more difficult than it need be by discussions of
the reasons for my decision or whether it can be changed.
My main thoughts now are to work as hard as possible to wrap
up my affairs here and turn over my responsibilities as you
direct. However, I would like to join my new firm as soon as
possible. Therefore, if convenient, please notify me if you wish
to waive my two week notice and conclude my employment
any sooner than _____________.

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back to top

Sample Letter Three

Moving to another company.
Dear
As per section ... of my contract of employment / employment handbook, I
hereby give x weeks notice of my intention to leave (company name).
I want to thank you for all that you have done for me in my employment here.
Its been a pleasure working with you and representing the company.
It is now time for me to move on and I have accepted a position with another
firm. This decision was not an easy one and took a lot of consideration.
However, I am confident that this new role represents a positive move towards
fulfilling my career aims.
I wish the company continued success and once again, would like to thank you
for allowing me to be a part of your team.
If there is anything I can do in aiding a smooth transition of responsibilities,
please let me know.
Yours sincerely,
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Sample Letter Four

Waiver of Notice Period
Dear
As per section ... of my contract of employment / employment handbook, I
wish to give notice of my intention to leave the company.
I have been very happy working here and found my work challenging and
enjoyable. However, it is now time for me to move on and I have accepted a
position with another firm. This decision was not an easy one and took a lot of
consideration. I am confident that this new role represents a positive move
towards fulfilling my career aims.
I understand that my notice period is x weeks but I would like to join ...(new
company name) as soon as possible. Therefore, if possible, I would like to
request that you waive this termination notice. Please let me know if I can help

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a smooth transition of responsibilities.

Thank you for your help and guidance during my employment, and best wishes
for the future.
Yours sincerely,
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Sample Letter Five

MEMO
TO:
DATE: November 25, 1998
SUBJECT: Resignation
FROM:
This will confirm my resignation as Title at Company.
I have accepted a position as Executive Editor at a growing publishing house in
New Jersey. I am looking forward to my new position and the challenges that
await me.
My last day of work will be December 10, 1998, which should allow me plenty
of time to finish ongoing projects and to turn over my position to my
replacement. Please feel free to contact me at any time should you have any
questions regarding my past work. I hope that the transition will go smoothly
for everyone.
My experience with ABC Company has been very rewarding. I appreciate
having had the opportunity to work for such a fine company. I wish you and the
organization continued success.
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Sample Letter Six

Dear __________,
This is to inform you that I have accepted a position with another firm.
Therefore, I would like to offer my resignation effective ______.
I want to assure you of my gratitude for a rewarding professional association
during my employment with (current employer).

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This decision was not an easy one, and involved many days and hours of
thoughtful consideration, particularly with respect to my own plans for my
future. Nevertheless, the decision is final.
Please do not make this process more difficult than it need be by discussions of
the reasons for my decision or whether it can be changed.
My main thoughts now are to work as hard as possible to wrap up my affairs
here and turn over my responsibilities as you direct. However, I would like to
join my new firm as soon as possible. Therefore, if convenient, please notify
me if you wish to wave my two week notice and conclude my employment any
sooner than _______.
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Sample Letter Seven

Date
Name
Company Name
Address
City, State, Zip
Dear _______________,
I have decided to resign from COMPANY NAME as of DATE.
My decision does not reflect any dissatisfaction or unhappiness with my current
position with COMPANY NAME. On the contrary, this job and company have
been very helpful to me in my career development.
However, I have accepted an opportunity with another company that I simply
could not turn down. I've carefully considered my decision and do not wish to
discuss counter proposals. I would ask only that you wish me well.
I have enjoyed my relationship with COMPANY NAME and will always speak
very highly of the company and you personally.
Sincerely,
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Sample Letter Eight

Date
Name
Company Name

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Address
City, State, Zip
Dear _______________,
Subject: Voluntary Resignation of YOUR NAME
This will constitute my notification to you of my resignation from COMPANY
effective DATE.
Please accept my sincere gratitude to both you and COMPANY for the
opportunities extended to me during my time with your company. My decision
to resign was reached with great difficulty; however, I have accepted a position
with another company which will be in the best interest of my family and my
career. Please understand that I am not in a position to consider an alternative
offer from COMPANY since my decision to resign is final.
Again, thank you very much for all your past courtesies.
Sincerely,
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