Planning on Resigning? Do it the right way

This month alone, I came across 5 close acquaintances who are planning (1 will resign as of tomorrow) of resigning from their current job for various reasons.

Normally it would be due to a better renumeration & benefits package. Sometimes its office politics. It might also be due to a location nearer to home as apart from tow truck owners, I have no idea who appreciates traffic jams.

Personally, I do think that if you remain in the same company for 25 years, you might end up with 1 year of experience 25 times ! Thats why migrating to a new organization might be a positive change.

Anyway, the article below from might be of some use.

Resigning from job – get it right

Writing Resignation Letter

Few of the most popular questions I received related to the resignation issue are:

“Can you help to write my resignation letter?”
“Do you have a sample of a good resignation letter?”
“I just wrote my resignation letter. Can you check if the letter sounds OK to you, or not?”

With all due respect, while resignation letter is an important document that needs to be officially submitted upon resignation, writing a so-called good resignation letter is the least you should be worry about. Some people try too hard to make impression in their resignation letter without realizing that it carries little or no impact.

After all, it is not how you write your resignation letter that forms the overall feedback to your employer; it’s your work performance that does. So, if you work in your company and you were doing a pathetic job over there, then no amount of beauty that you put in your resignation letter will change the way your boss thinks about your job performance.

So back to the writing the resignation letter, let us understand that it is an official document that indicates our intention of leaving the company. It can be as short as 1 or 2 sentences. For example, you can write the following:


I am writing to inform you of my resignation and will be serving my notice effective immediately as per stipulated in my offer letter.

I take this opportunity to thank you for the opportunity provided for me here and I wish the company a continued success in the future undertakings.

That ought to do it. As you could see, the letter contains two important elements; first, the information that tells you are leaving, and secondly, the date of your resignation letter. As for your last date of employment, this will be decided after due discussion with the Human Resources department, or this will be done purely based on what is stated in the agreement or letter of offer. I noticed that a number of employees make attempt to calculate their last day based on their length of notice they need to serve.

For example, if your resignation date is 14 of July 2007 and your resignation notice is 1 month, you figure you last date of employment will be 13 August 2007. Even though that may be true, the process is not that quite right. It is the employer that should tell you your last date of employment, and not the other way around. Further, it is very likely that your last date will not be 13 August, if we factor in your unused annual leaves.

Once your boss receives your resignation letter, he or she needs to pass it to Human Resources for the proper follow up, which includes calculating your remaining annual leaves and salary issue that covers your last salary amount, date of last salary payment, and method of last salary payment (normally by cheque). If you still have unused annual leaves, the HR may ask you if you want to utilize them, or if you would like to cash in (=more money).

After all required elements are covered, then the HR will give a letter that acknowledges your resignation, and stating the closure of outstanding issues that we have discussed above. For example, here is how an acknowledgment letter is written:

Dear Jenny,

This is to acknowledge your resignation with us. Your last date of employment is 10 August 2007. Your last salary is is RM3200 and will be paid via cheque, which will be ready for collection on 22 August 2007. You also have 2 days of remaining annual leaves that you can utilize during serving the notice.

We at ABC company would like to thank you for your contribution in this organization, and wish you the best of luck.

Some of you who have resigned before may be surprised that you have never received such a letter before. Actually, many companies do not practice this and the final agreement of matters especially payment is purely based on mutual agreement and trust. However, this is not supported by any official document. In any case you don’t get any payment, you will have to undergo a tedious process to claim your last payment. This has happen to a friend of mine before. So, to avoid any disappointment, especially when you and the company do not have a good term, make sure all things are put in place when you resign.

Get Your Boss to Write a Reference Letter For You.

If you and your boss have formed good partnership during your work there, as much as possible, try to get a reference letter from your boss that gives testimony of your work there. You will know that you are doing at least an OK job if your boss agrees to writing a reference for you. A good reference letter could help you later in your job quest as the prospective employer may waive making a reference call after seeing the reference letter. This saves time for all.

Understandably, your boss is a busy person and may hesitate (or forget) to write you one because of the time constraint. If that is the case, take the initiative to offer writing the letter by yourself and show it to your boss. It does not have to be long. A reference letter tells the reader what he thinks about the person he is referring, strengths, weakness and if he recommends you to work with the reader. If your boss likes the reference letter you have written, he signs it. If not, he makes a few adjustment accordingly. I will upload a sample of a reference letter that I have written for a client before.

Getting It Right.

So, whenever you are resigning, ensure the process is right, and ensure all important aspects are covered:

1. State your intention to resign, and submit resignation letter
2. Wait for acknowledgment from your boss/Human Resources. Ask for a letter that indicates settlement of your annual leaves, salary, bonuses (if any) and other related matters.
3. Get a reference letter from your boss before you leave the company for good.

4 Responses to “Planning on Resigning? Do it the right way”
  1. Margie says:

    I had been offered a job to start on monday. How do i create a letter of resignation without hurting me when i leave. I can surely say “I can not turn down the offer, but I have to start Monday which is a very short notice.”

    Please advise

  2. 手機套 says:

    excellent post, extremely informative. I wonder why the other specialists of this sector do not notice this. You must continue your writing. I am confident, you have a huge readers’ base already!

  3. 手機套 says:

    I have to check with you here, which is not 1 factor I usually do! I get pleasure from reading a post that may make people think. Also, thanks for allowing me to comment!

  4. I’m very happy to uncover this website. I needed to thank you for ones time for this particularly great study!! I certainly savored every bit of it and I have you guide marked to check out new information on your weblog.

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