The Hindu Business Line : The right way to leave

A change in job is usually a pivotal point in one’s career. While you may be excited about the new job and the opportunities it brings, it’s important to leave your current employer on a positive note.

Writing a professional resignation letter would ensure that people remember you while you leave and that employers keep their gates open in case you decide to come back in the future.

Here are some things that you must keep in mind.

State your intention clearly. Mark the letter to your direct supervisor with a copy to the human resource manager. There is no need for lengthy explanations; you can simply state that you are resigning from your position to pursue othe r interests or opportunities. Keep it brief and respectful.

Mention things that you would want to negotiate. Your resignation letter should provide a structure for your meeting with your boss. You can politely state what you deserve such as a payout that was pending, vacation time or any bonuse s that were supposed to come your way. Don’t be overtly demanding as you still have an exit interview to state your needs.

List your current projects and completion dates. Your boss may not know the details of all the projects you are currently working on. It’s your responsibility to remind him of these details.

Provide a list of projects and their expected dates of completion. If there are any tasks that may not get completed within your notice period, explain the back-up plan that you have in mind. As far as possible, finish the job and don’t leave projects half-completed.

Offer to train your replacement. Offer suggestions for your replacement by putting your boss in touch with colleagues who can take up your responsibilities. Share resumes of qualified candidates or recommend a valued co-worker for your position.

Also mention your willingness to put in a few extra hours to train your replacement. Proof read your letter for errors and save a copy for your reference before sending it out.

The farewell e-mail. By the time you finish serving your notice period, word about your resignation would have spread around so there is no need for sending out a sobbing e-mail or one which boasts of your accomplishments.

Just thank everyone for their support and provide your contact details (personal e-mail ID and phone number).

Now here’s a sample resignation letter:

Dear Mr Sharma,

I would like to resign from my job with immediate effect. I have taken this decision to pursue another opportunity that would act as a catalyst in my career.

I would be serving a one month notice starting tomorrow and would like to be relieved of my responsibilities by (date). I would like to thank you for your support and insights that made my stint a great learning experience.

I am currently working on the following projects:

Conducting market research for our proposed product – Stated to be completed by the end of this week.

Studying the sales trends for the last six months and providing a report – Stated to be completed by (date).

I would like to discuss the following when we meet:

My pending bonus for the current financial year.

Vacation time and it’s adjustment with the notice period.

I would like to recommend a few team members for my position and would be happy to train and support my replacement. Please let me know of a convenient time to meet and discuss the same.

Yours sincerely,

(Your name, designation and department)

So when you realise that it’s time to say goodbye, do it in style and make a positive exit!

(The writer is a Managing Partner at W.C.H Training Solutions, a New Delhi-based training and consulting firm.)

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