Guidelines : On a Positive Departure

Offering Resignation on a Positive Departure

Guidelines and Alternate Phrases

• State you are resigning your specific position/title and the effective date.
• As we have discussed, I am offering my resignation as systems analyst, level 1. I want to make the resignation effective date as convenient for you as possible, but no later than March 1.
• Please consider this letter as my resignation from my position as office manager, effective March 1.
• I will be leaving my position as general counsel on August 31.
• After six long months of contemplation on my future advancement in HyPower, I have decided to resign my geologist position, effective sometime in October–at your convenience. The decision has been quite difficult for me because I truly have enjoyed the relationships I’ve built here.
• I offer my resignation as training coordinator with HyPower. My last day will be March 1, unless you have a replacement who can assume the responsibilities sooner.
• State your reason for leaving. You may be as vague or as specific as you wish. Bear in mind, however, your reason should be one that puts you in a favorable light with future employers who may verify your employment record.
• This new position will offer me the opportunity to travel overseas, an adventure I’ve looked forward to for sometime now.
• I have been concerned about the limited opportunities for advancement. As you know, I’ve always been one to thrive on change and growth.
• I have decided to seek a job that will allow me more freedom to use my problem-solving skills on non-routine matters.
• As you know, my training is in the financial area, and I’ve had limited opportunities here to make contributions of that kind.
• My experience with previous employers has been administrative work, and that is the kind of job to which I’d like to return.
• As we have discussed, because of changes in my personal financial responsibilities, I have had to seek a position that offered a higher salary–although I understand your budgetary constraints.
• I really haven’t decided completely what kind of job I want to pursue, although I am interested in the possibility of going into business for myself.
• At this point, I’m toying with the idea of turning one of my hobbies into a profit-making enterprise.
• I plan to move back to the Midwest to be near my elderly parents, who have had serious health problems the last year.
• Because of the increase in the size of my family and the rapidly increasing cost of living, I’ve found it necessary to seek other employment.
• Rush-hour traffic and my two-hour daily commute have become a growing frustration for me, and, therefore, I have located a position nearer my home that will allow me more time with my family.
• Frankly, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.
• I have accepted a position with HyPower as their director of marketing.
• Mention anyone you’ve trained to replace you, if appropriate, and any unfinished projects in progress.
• I’ve trained Cheryl Anderson in all my daily job duties.
• I have every confidence Cheryl Anderson can handle my job.
• I would have no qualms in leaving my job in the capable hands of Cheryl Anderson, at least until you’ve made a thorough search outside the organization.
• Cheryl Anderson is fully capable of assuming my position, should you decide to promote from within the organization.
• Pending projects include the Jefferson case and the Blythe will.
• Unfinished projects that will need your attention include…; Cheryl Anderson is familiar with all the details of these on-going efforts.
• Express your affection for the job, citing either experience, training, skill development, or relationships with customers or coworkers.
• The friendships I’ve developed here will be difficult to leave.
• I appreciate your supervision and your genuine concern for my well-being and professional growth.
• The training I’ve been given here has indeed prepared me well for this new assignment.
• Your personal management style has allowed me just the flexibility I’ve needed in a job.
• Your confidence in me through the years is one of the things I have valued most during my tenure here.
• Please understand how much I have enjoyed working with you under such pleasant circumstances.
• I thank you for your constant attention to my needs, both personal and professional.
• The communication skills you’ve practiced here are some that I plan to continue in my new position.
• The close personal friendships, as well as the professional liaisons, have been a meaningful part of my work life here.
• I’ve learned much from you. I feel that I owe my success in getting this new job to your personal contributions to my professional growth.
• Thank you for such a pleasant association over the past ten years. I have fond memories of you and the others on the staff.
• I’ve appreciated all my dealings with Neilsen and Neilsen.
• Thank you for the personal and professional growth I’ve enjoyed here at Neilsen and Neilsen.
• The job here has been richly rewarding.
• My training has been exceptional, my relationships deeply meaningful, and my work very rewarding. Thank you for the opportunities here.
• Be brief.

Example 1: Resign letters with positive reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Charles:

Effective October 1, I will assume the position of director of human resources for Aveo, Inc., in Baton Rouge. Therefore, please accept my resignation as benefits and compensation coordinator of the Human Resources Department within Pilburgh Associates, effective September 30.

The decision was a difficult one for me because I have so enjoyed my working relationships here. The job description has given me great latitude in assisting other coordinators within the human resource area, and as a result, I’ve gained skills in several related fields. These cross-training opportunities have been invaluable, and in a much more formal, classroom setting, I’ve been able to take advantage of classes in management, interpersonal skills, writing, and oral presentations. All of this training has been a worthwhile effort for both Pilburgh and me.

As I go to the new position, I’ll do so with the utmost respect for the management examples and philosophies learned here and with gratitude for the personal attention to my career growth.

Thank you for the rewarding experience I’ve enjoyed during my seven-year association with the organization.

Sincerely,

Example 2: Resignation letters examples

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Symond:

Please accept my resignation as associate chemist at the GERT Institute. I plan to leave my job here on September 30, 19–, taking a few days of annual leave just prior to that effective date.

As you know, my primary interest has been in the oil and gas industry. Therefore, I’ve accepted a position with Fury Refining, Inc., that should put me back in touch with my “first love.”

Although I’m eager to accept the challenges in this new position, I regret leaving the institute. You and the organization as a whole have treated me very well over the past three years. I won’t forget the friendship and professional growth I’ve experienced as an employee here.

Best wishes to all of you for years of expansion here.

Sincerely,

Example 3: Formal resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Malcolm:

After months of reviewing the outlook for the company in the wake of this economic downturn, I see no other alternative than to resign my position as chief financial officer with HyPower. Needless to say, after 12 years of service, this decision was not an easy one.

Please make my resignation effective January 31, which is the end of my scheduled vacation. I will turn over all company books and settle my accounts prior to that date.

I look back on the experience gained and the friends made with much regard. My association with HyPower has been a valued part of my life.

Good luck to you in the years to come.

Sincerely,

Example 4: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Vernon:

I am offering my resignation as operations manager of the Leolya plant, effective May 15. As of now, I’m not quite sure where I’ll be looking for employment and am toying with the idea of turning one of my life-long hobbies into a profit-making enterprise.

Frankly, Vernon, I was deeply disappointed the vacancy of general manager was filled by someone from outside the company. Through years of excellent performance appraisals, I was led to believe I was in line for that position. Under the circumstances, I think you’ll understand my decision to resign.

I do appreciate the management training I’ve been given here; it has indeed prepared me well for almost any general business career I decide to pursue. My best wishes for the company’s continued growth.

Sincerely,

Example 5: Resignation letters examples

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

Please accept my resignation as Associate Chemist at Neuhauser Research, Inc.; my last day will be August 15, 19–.

While enjoying assigned projects and contributing to the company’s overall growth, I feel my work tasks here have not allowed me to investigate projects in which I developed a keen interest during my graduate studies. Therefore, I have accepted a position more in line with those interests at Meadows Chemical Company.

This decision has been difficult due to the rewarding relationships developed during the past three years. Please accept my thanks for your unquestionable support and leadership here at Neuhauser.

Guidelines : On a Negative Departure

Offering Resignation on a Negative Departure

Guidelines and Alternate Phrases

• Give your job title, resignation, and effective date, if possible. If you prefer, this one statement is all you need.
• Effective May 1, I will assume the position of marketing manager at Universal Builders in Omaha. Therefore, I’m offering my resignation here, effective April 30.
• Please accept my resignation as systems programmer, effective May 13.
• I’ve recently decided to leave my position as auditor with Utco. My last day here will be April 30, although I do have some flexibility in that effective date should the situation warrant my staying on a few weeks longer.
• I offer my resignation as executive director of United Philco, effective March 1.
• State your reasons, if you can do so sincerely and truthfully without repercussions. If you prefer, omit any statement of reason altogether or give a vague, general comment.
• I will be assuming a position more in line with my graduate studies and current interests.
• I must offer my resignation because I cannot sign the new non-compete agreement extended as part of our current contract negotiations.
• I plan to look for an investment opportunity that will allow me to own and manage my own business.
• I plan to pursue my investment interests.
• My wife has accepted a position on the West Coast, and I will be joining her there as soon as possible.
• I believe this decision is in the best interest of the entire marketing department.
• I want to pursue a hobby that, with a little more attention, may turn into a full-time career.
• Avoid a hostile tone and the urge to “get even.” Such comments may work against you in landing later jobs.

Be brief.

Example 1: Sample of resignations letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Salinas:

I offer my resignation as marketing director, to become effective July 15. After a few weeks of vacation, I’ll assume similar duties with Dutton-Harvan, Inc., here in the city.

As you and I have discussed the past few months, the marketing budget has been cut so drastically as to curtail most of the activities I consider essential to launch a new product line. Consequently, I cannot in good conscience continue in a position where I feel my best creative efforts are limited to only point-of-sale displays and trade-journal advertising. I do hope you’ll understand my internal struggle to do the kind of job that a new-product launch requires and still stay within such a limited budget.

May I suggest that Allen Hartman assume my position? Allen and I have worked closely on many projects, and I’ve had the opportunity to admire his creative problem-solving skills with temperamental clients, as well as his supervisory skills.

I do want to thank you for the experience I’ve gained here, particularly in the successful introduction to the market of our 389 laptop. Likewise, I have the utmost respect for the creative talents and commitment to excellence of all those I’ve worked with in the marketing area. My best wishes as the company continues to reposition itself amidst the current financial difficulties.

Sincerely,

Example 2: Resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Weimeyer:

Please accept my resignation as hospital administrator, effective April 1. I have decided to pursue other career opportunities nearer my family in the Kansas City area.

Sincerely,

Example 3: Job leave letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Sherbon:

With this letter, I offer my resignation from my position as researcher at ChemWare, Inc., effective October 1, 19–. My decision comes after months of deliberation, and I now feel this is the right decision for me.

Thank you for your interest in my career and for the experience I’ve gained through my affiliation with the company.

Respectfully,

Example 4: Serious resign letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Barry:

I have accepted a job as assistant purser on a large cruise ship and will be leaving HyPower immediately.

I lost nearly everything when I filed bankruptcy, including both my cars. With the creditor hassle, I will never be able to buy another car in my name even if I have the money. Therefore, I had to find a job where I didn’t really need any transportation.

Additionally, as I’m sure you can imagine, I was very distressed about the bankruptcy proceedings and felt I could not concentrate on doing my usual thorough, dependable job for you or the company.

My long-range plans are very indefinite at this point. I may go back to my profession as an airline pilot if the right situation opens for me.

Sincerely,

Example 5: Resign letters with negative reason

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Howard:

Please accept my resignation as administrative clerk in the accounting department, effective Friday, May 6, 19–.

Sincerely,

Example 6: Offering Resignation on a Negative Departure

Memorandum

TO:

FROM:

DATE:

SUBJECT: Resignation

I offer my resignation as buyer of materials and services, effective April 6, 19–.

Guidelines : Accepting

Accepting Resignations

Guidelines and Alternate Phrases

• State your regrets the employee is leaving.
• Your resignation has come as a surprise–a disappointing one at that.
• We accept your resignation with great misgivings; how will we ever replace you?
• We regretfully accept your resignation as comptroller, effective October 1.
• We are so sorry to hear you are leaving the company.
• With regret, we accept your resignation.
• We will miss you very much as you leave to assume your position at Hydril. You’ve been a model employee here.
• With disappointment, I read my morning’s mail and your letter of resignation. We will find it difficult to replace you.
• Two weeks will certainly be inadequate to find a replacement of your caliber. Two months or two years would be more appropriate. But accept your resignation, I guess we must.
• Your sales record with us has been outstanding. We regret very much your decision to leave us at the end of the month.
• Thank the employee for his or her contributions. The more specific your comments, the more sincere the letter will sound.
• I can say with all sincerity you have made invaluable contributions to the organization. You have….
• Thank you for your long years of service in the personnel department. I can enumerate project after project that originated as your idea and came to fruition through your leadership.
• We have appreciated so much the way you have handled the projects we’ve assigned–your timeliness, thoroughness, and professional attitude toward the customers.
• Suggest any necessary alternative dates for the employee’s departure.
• Although we regret you are leaving and appreciate your thoughtfulness in giving us two weeks’ notice, we feel that won’t be necessary. Because you have so adequately trained Barry Howell, he is now ready to move into your position at the end of the week.
• Would you consider delaying your effective date to May 6 in order to allow us to interview several out-of-town candidates? We are hoping this won’t be a problem for you since your letter of resignation indicated no immediate new-job plans. Please let me know if this date would be equally acceptable.
• Since you’re not assuming a new position right away, would it be feasible for you to work one month longer than you’ve originally stated in your letter?
• Is there any way at all you could delay your move for another two weeks?
• If you’ve not made a definite commitment as to a starting date with the new employer, would you consider working with us until the end of the month?
• Give your best wishes to the employee on his or her future plans.
• We wish you every success on your new assignment.
• Best wishes with your plans.
• We hope all goes well with your relocation.
• The job should be just what you enjoy. Accept our every best wish for your future success.
• We hope the plans work out just as you have envisioned.
• If we can help you get established in your new business, let us know. We’d be glad to pass on referrals in your area.
• If I can ever give you a reference, please call on me.
• We’d be happy to supply you with an excellent reference if you need one.
• We trust everything will work out as you have planned.
• We wish you the very best as you assume the parent role full-time for the next few years.
• I admire your courage in making this career change. I have great confidence in your ability to make things work.
• We hope your future is a bright one wherever you go.
• Your future plans sound challenging and exciting; we wish you great success in working them to a successful end.
• We hope you and your family will be very happy as you relocate to the Bay area.
• If you ever need an excellent reference, call on us. Best of everything as you go.
• Your children are very lucky to have your sacrifice and commitment to their well-being.
• Your parents, I’m sure, are very grateful for your move to live near them and help meet their needs at this time of their life.
• Godspeed as you work your new plans. You deserve success in whatever job you pursue.
• Your future sounds full and rewarding. We hope you will be very happy in the new position.

Example 1: Sample letter for accepting resignation letters

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Byron:

We accept your resignation as chief accountant, but we do so with great reluctance.

Finding a replacement for you will be extremely difficult. If we considered your accounting duties alone, possibly the task would not seem so arduous, but you’ve done so much more for our company than perform accounting functions for our clients–you’ve built relationships. Believe me, there’s a big difference.

Specifically, I think of the way you’ve handled Scullenberger through its restructuring and Bolton, Inc., through the massive layoffs and the related tax posturing. Their confidence in the way you personally handled their tax questions and offered advice at every juncture is the reason both clients are still with us. Thank you for making such a conscientious effort to be there whenever they’ve called.

I do have one last favor. Would you consider working two weeks longer than the effective date stated in your resignation letter? As you know, with Richard out of the country, we will be delayed in even beginning our search for a replacement.

We wish you the very best as you go to work for Unity Life; you’re the kind of employee who will make a success out of every assignment. We hope the new job affords you all the growth opportunities you deserve.

Sincerely,

Example 2: Accept employee resign

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Margaret:

It is with regret I accept your resignation as a systems engineer. Your positive attitude and willingness to take on new challenges and responsibilities will be missed.

During the short 18 months we have worked together, you have made significant contributions to the Mesa unit:

• Completion of an office TRV study
• Significant participation in the branch office automation for Barker Banks
• Development of a “packaged” slide presentation to customers on the System/260

The sensitivity, professionalism, and enthusiasm you demonstrate have resulted in a business-partner relationship with your customers and very positive comments from customer executives as well. Thank you for all these efforts and a job well done.

I do have one request: Would you consider working two weeks longer than you indicated in your resignation letter? This position is going to be difficult to fill with someone of your caliber, and we want adequate time to hire the best.

I feel I speak for everyone here at Mesa when I say we will miss you. We all wish you the very best in your move back to New Hampshire and know you will find another job immediately.

Sincerely,

Example 3: Letter for acceptance of employee resignation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Bryant:

Thank you for giving us such adequate notice of your decision to leave the company. From a selfish perspective, I am really sorry to hear you have accepted a new position in Denver. I do hope the new job allows you to use your skills to the fullest. You have been an excellent employee who has produced many dollars for the company.

I have developed a high level of personal respect for you and your abilities, and I know we will feel the loss deeply.

With best personal regards,

Example 4: Accepting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dave:

Opening my mail was disappointing today–I received your letter of resignation. If we must accept your decision to leave–and I guess we do–your suggested effective date of October 1 will be fine.

Please accept our heartfelt appreciation for the contributions you’ve made to the organization, and specifically to our division here in Baltimore. The Drummond account, the Blackwell account, and the Fitcher account have all been directly your responsibility, and they couldn’t have been handled better. As you are well aware, you have had our utmost confidence in building these large and most profitable relationships.

Let us know if we can pass on any referrals for you in Los Angeles. Our very best wishes to a star performer. We’ll be looking forward to tracking your career through our mutual industry acquaintances.

Cordially,