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How to Write a Resignation Announcement

by Lisa McQuerrey

A resignation announcement lets your superiors and colleagues know you’ve decided to leave your job, and the way you make this announcement is a reflection of your professionalism. A well thought-out resignation notice can help you transition out of your position in a mature and competent way, while a poorly written or vindictive letter can create a negative impression of you that can follow you and your career.

Resignation Letter

Before you announce your resignation, talk to your immediate supervisor in person and provide him with a written letter of notice. This professional courtesy gives your manager the news of your impending departure before others in the department learn of your plans. For example, “While I have sincerely enjoyed the opportunity to work with you and my colleagues, I have accepted a teaching position that will allow me to share my passion for our industry with the next generation of business leaders.” The written document you give your boss should include an expression of thanks and an intended date for your departure. Meeting with your employer to deliver the letter gives you the opportunity to work out an exit plan that’s helpful to the business and allows you to complete projects and leave on good terms.

Colleague Resignation Announcement

Once you announce your resignation to your boss, ask for permission to issue an inner-office announcement to your colleagues. This type of announcement can be created in email or memo form and should include many of the same elements of the resignation letter you write for your boss. Let your colleagues know when you are leaving, why you're leaving, if you choose to share the information, and what your departure means for other staffers. “Effective May 1, I will be leaving to take on a teaching role at the local community college. I have enjoyed the opportunity to work with each and every one of you, and I hope to maintain both personal and professional relationships in the future. I will contact department heads to discuss what my transition means so I can make a smooth exit that causes no downtime or inconvenience for the rest of the staff.”

Customer Announcement

If your contract doesn't stipulate a non-compete clause that prevents you from talking to customers about your departure, let clients know about your intention to resign. This can be done with a written or emailed announcement that outlines the terms of your exit and what it means to individual clients. “As of May 1, I am leaving my role as a sales associate with ABC Company to take on an instructional role at a local college. I’ve appreciated your trust in me as your account manager over the last several years. My colleague, John Smith, will be taking over your account. You’ll find him to be a detail-oriented and professional individual who will provide you with exceptional levels of service.”

Outside Colleague Announcement

During your tenure in your current position, you probably made a number of contacts within your industry. It's a good idea to let these people know about your departure and provide them with your new contact information. Write individual letters or a group email that outlines the details of your transition and lets people know how they can reach you in the future. “As of May 1, I’m leaving ABC Company to take on a teaching role. I’ve appreciated the opportunity to work with each of you in various capacities and would like to maintain professional ties in the future. Listed below is my personal contact information.”

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