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The Written Resignation

Written resignations give you the time to effectively prepare yourself to communicate, and give you greater control over your delivery of the message. You can’t be thrown off-track by an unexpected remark as can happen during a confrontational conversation. A written resignation also reinforces the fact that you are really leaving and are not simply threatening in order to re-negotiate your position. Also, there is something permanent about the written word that often circumvents interrogations.

Under no circumstances should you state any dissatisfaction with the firm or individuals. Not only is it good manners to stress the positive when leaving, but items in your personnel file may long outlast the individuals and circumstances responsible for your dissatisfaction. You never know when your path will cross these former colleagues.

To keep your resignation short, simple, and positive, you may want to write something like:

"I want to thank you for all you have done for me here at (Company). It’s been a pleasure working with you, and representing the company as your (Title).

I have accepted an offer with another firm and have decided to tender my resignation as of today. With appropriate notice of two weeks my last day of work will be (two weeks forward). This decision has nothing to do with the opportunity you have provided me here. I genuinely appreciate all your support.

I wish (Company) continued success, and I want to thank you for allowing me to be a part of your team. I would appreciate the opportunity to meet with you to discuss specific ways that I can be of help in creating a smooth transition."

Letters get filed and passed around to explain what happened, reducing the call for endless orations on the same subject. They also dispel any perceived ambivalence in your behavior during this delicate time.

The Oral Resignation

Resigning orally may place you in the compromising position of having to explain your decision on the spot. Words are powerfully charged when you reveal a decision that has such an impact on your organization. Choose your words with care.

Your boss may want to probe for factors that led to your decision. You may be asked who or what is the reason for leaving, or you may be invited to offer suggestions to help make the organization more effective. If you have had a close relationship with your boss, you may feel obliged to answer candidly. Be careful! This could easily turn into a slippery slide that’s hard to get off of before you do yourself harm.

Use your head and discuss personal, heartfelt matters outside of the office. Remember, your interrogator is still your boss. Whatever you say will be viewed as biased (after all, you severed your relationship with the organization) and may eventually be used against you. At this point you are no longer considered a team player, nor viewed as having the company’s best interest at heart.

Too often, resigning employees come to regret their comments when they are MISINTERPRETED or EXAGGERATED in re-telling. Constructive criticism is no longer your responsibility, and may jeopardize your relationship with your boss, coworkers and damage future good references. Remember the old adage "damned with faint praise".

Instead, offer sincere praise for the firm and those with whom you worked. Prepare yourself beforehand by focusing on several positive aspects of your workplace, and mention them liberally when the opportunity arises. Even if favorite aspects were, say, the great lunches, or humorous stories told over coffee, better to mention such things than to harp on disappointments or shortcomings. (You are addressing the negatives by moving on to greener pastures.)

You want to be perceived as a positive, constructive individual in forward motion. People will remember your last impression. Make it your best performance.

You may want to tell your boss something like:

"I need to discuss something with you if you have a moment. I’ve been made an exceptional offer by another firm, and I’ve decided to accept it. My wife and I have given this opportunity a lot of thought. As much as I’d like to advance within this company, we feel the new opportunity is our best long-term interest.

We deeply appreciate all that you and the firm have done for me here. I don’t think I would have been presented this exceptional opportunity if not for your support and leadership. I want to thank you. I hope I can leave with your good wishes. You’ve been a friend as well as a boss."

If probed for more information, you may want to claim that there is nothing else to say right now. Simply communicate that you are leaving a good opportunity for an even better one that suits your aspirations.

Remember that you may receive a counter offer from your old company. Having thought through this issue prior to accepting your new company's offer, don't even consider a counter offer.