Over the years we’ve learned some valuable things about turning in notice. Below are some tips to aid you in this often delicate process.

• Sample Acceptance Letter
• Sample Resignation Letters
• Tips for turning in notice
• How to handle the counteroffer

Acceptance Letter (Optional) (back to top)

Date
New Employer Name
Title
Company
Address
City, State Zip Code

Dear ______:

I am formally accepting your position of (TITLE) for (COMPANY) in (CITY, STATE).  My understanding is that the compensation will be an annual salary of $_____  (and only if applicable) as well as a (BONUS OR OTHER COMPENSATION).   Additionally, I will receive your normal and customary fringe benefits package, (and only if applicable) relocation, and temporary housing allowance. I have resigned my present position and plan to arrive for work on or before (MONTH, DAY, YEAR).

(COMPANY NAME) is a fine organization and I am looking forward to becoming part of your team.

Sincerely,
YOUR NAME

Resignation Letters (back to top)

All resignation letters should be written in traditional business style including:

Date
Name of person getting letter
Company
Title
Address
City, State Zip

Dear ______:

Sample 1

Please accept this letter as my formal resignation as (TITLE) for (COMPANY) to become effective as of (DATE - usually two weeks). I have accepted another position in (LOCATION).
This new position will offer me more challenge and opportunity for advancement as well as allow me to broaden my own experience and knowledge.
I would like to take this opportunity to thank you for your time and efforts in my training and advancement during the past (# YEARS OF EMPLOYMENT). The support and concern shown by you and (ADD ANY NAMES YOU FEEL ARE APPROPRIATE) has been deeply appreciated.
I leave (COMPANY) with no animosity or ill will and wish you and your company continued success. I have weighed this decision carefully and will deny any and all counter-offers.

Sample 2

The purpose of this letter is to formally inform you that I have accepted a new position with another company. My last day of employment with Current Company Name will be Last Day of Employment. My decision to leave Current Company Name has been thoroughly thought out and reflects my career goals.

I appreciate all that you have done for me in the past, and hope that we can maintain a cordial, professional relationship in the future.

Sample 3
This letter is to formally announce my resignation from [company name], starting today. My last day will be [two weeks from today].

It has been a pleasure to work for [company name]. Please let me know how I can help to make a smooth transition during my remaining time here. 

Sample 4

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 (job title).
I have accepted an offer with another firm and have decided to tender my resignation. My last date of employment will be (approximately 2 week notice). This decision has nothing to do with the exceptional opportunity you have provided me here. You and the company have been more than fair with me, and 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. Please feel free to contact me at any time if I can be of further assistance in helping with a smooth transition.

Sample 5

The purpose of this letter is to inform you of my resignation from my current position as Junior Auditor with ABC Wholesale Distributors, Inc. My last day of work will be Friday, March 10, 2000. I have accepted another position in Aurora, Illinois.
I would like to take this opportunity to express my sincere appreciation for your guidance and counsel during the three years that I have worked under your supervision at ABC. I have learned a great deal about computerized auditing procedures and I am certain that the skills I have acquired will be of value throughout my career.
I know that I have been fortunate to have been associated with ABC Wholesale Distributors because I have learned so much about how important providing outstanding customer service is in today’s business environment.
Please use the address on this letter to send my final paycheck and any other official communications that may be necessary.

Sample 6

"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 (job title).
I have accepted an offer with another firm and have decided to tender my resignation. My last date of employment will be (approximately 2 week notice). This decision has nothing to do with the exceptional opportunity you have provided me here. You and the company have been more than fair with me, and 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. Please feel free to contact me at any time if I can be of further assistance in helping with a smooth transition." ----------àContinued Below

For the past _____years, you have taught me volumes about the real estate business, being a professional and most importantly a good human being.  I have learned countless lessons about thinking critically and have had the pleasure of learning a craft not often shared with the generosity and selflessness as you have shown with me.  So it is with a heavy heart that I share with you my intentions to resign from service. 

For the past several months I have come to the realization that, as much as I enjoy the clients and business relationships that I have developed in the real estate business over these last years, ____________is not capable of fulfilling my personal long term goals.  So when I was referred to an available position in the real estate __________field, I saw the chance as an opportunity to test the market out of curiosity, if nothing else.  It turns out that the job opportunity was an intriguing one and worth pursuing further.  So after meeting and interviewing with the local partners several times, the _______office of _____________ tendered an offer that I ultimately accepted earlier this week. 

While they would like me to begin as soon as possible, I have maintained that I would not leave our clients without a viable solution for the services we currently provide to them.   I am committed to helping ease the transition in any manner possible and will always be grateful for the guidance you have provided me over the years.  To have worked side by side with you has been an honor and a privilege.

Sample 7

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 (job title).

I have accepted an offer with another firm and have decided to tender my resignation as of today. This decision has nothing to do with the exceptional opportunity you have provided for me here. You and the company have been more than fair with me, and 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. Please feel free to contact me at any time if I can be of further assistance in helping with a smooth transition.

Tips for Turning in Notice (back to top)

KEEP RESIGNATIONS SHORT, SIMPLE AND POSITIVE
Leave your employer on a positive note. Your moving on does not have to be a time for long faces. After all, you have just won an opportunity to advance, an opportunity for which you owe your employer sincere thanks. Thank your colleagues, too, for their help in preparing you to move onward and upward.

If you have given your best to the job, you will be missed--especially by those inconvenienced by your leaving! Let them know that you intend to assist them in whatever ways you can. By showing your boss and firm due respect, you encourage future support you may someday need.

When you resign, keep your conversations simple and concise. The more you say, the more questions you may have to answer. Avoid lengthy discussion about your new opportunity with your old employer. Typically, your resignation creates extra work for others.

Chances are, your boss will be caught off-guard by your resignation, and will not be able to listen clearly to your explanations due to concerns about the sudden challenge your leaving presents. Because your boss is losing a valued employee, he or she may express negative opinions about your new firm or position. This will only confuse you. You may find yourself having to justify your personal goals and decisions or absorb the personal frustrations of others. If you’re dealing with volatile or vindictive personalities, it may be best to avoid revealing where you will be going.
If you feel you may face a hostile atmosphere, resign at the end of your workday so that you are no longer on company time and are in control of your schedule. Try to schedule any discussions for the following morning when everyone can face your departure after time to absorb and reflect on the news. If you have to defend yourself at this first meeting, or if things begin to get out of control, ask to re-schedule the meeting for a more appropriate 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 which has such an impact on your organization. Choose your words with care. Your boss may want to probe for factors which led to your decision. You may be asked who or what is the reason for your leaving, or 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.

Don’t fall for this trap! Use your head and discuss personal, heartfelt matters outside the office. Remember, your interrogator is still your boss. Whatever you say will be viewed as biased – after all, you have severed your relationship with your 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 the re-telling. Constructive criticism is no longer your responsibility, and carries a high cost which could jeopardize your good references.
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 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 in our best long-term interest.

We deeply appreciate all you and the firm has 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 which suits your aspirations.

THE WRITTEN RESIGNATION
Written resignations give you the time to effectively prepare what you wish 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 which often circumvents interrogation.
Under no circumstance should you state any dissatisfactions 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 those of your former colleagues.

LEAVE ON THE RIGHT NOTE
Before leaving the firm, take time to speak with each of your support staff, peers, executive personnel, and others with whom you’ve worked. To the extent practical, clear up any unfinished business. Be sensitive to others’ reactions and keep your conversations positive and constructive.

Some people may naturally express their own discontentment, and may egg you on to agree with them. Don’t! Instead, express your appreciation and tell your colleagues you’ll miss them. A little time spent nurturing relationships before leaving for your new job will go a long way to build support for your future.

Also keep in mind that it is professional courtesy to give your employer ample notice to help them prepare for your departure – typically, 2 weeks. However, you should try to get out as soon as possible to avoid recurring invitations to tell your story, and to avoid having to deal with the frustrations and pressures at the job as the firm adjusts to your leaving.

BEWARE OF THE COUNTER OFFER! (back to top)

You were offered a new position with a company that will allow career growth, opportunity, and more money. After careful deliberation and much soul searching, you have accepted, or decided to accept, the new position. However, upon tendering your resignation, your current boss asks you to stay. This appeal is known as a counter-offer.
In these days of full employment with good employees at a premium, counter-offers are the expected course of action.
In order to not fall into the counter-offer trap, it's important to understand what's the counter-offer is and what it means.

Counter-offers are usually made with some form of flattery:

Counter-offers usually take the form of:

These temptations create confusion and buyer's remorse. The FEAR OF CHANGE emotion takes over. Career changes are tough enough because you are about to leave a comfortable job, friends, location, etc. for an unknown opportunity where you have to prove yourself all over again. Fear of Change will cloud the best of logic. No matter how good the new opportunity is - it is just usually more comfortable to stay.

Of course, we all think we are irreplaceable, and want to believe all the flattery, but beware! Accepting a counter-offer or appeal to stay is absolutely the wrong choice to make.

Think about it. If you were worth "X" yesterday, why are they suddenly willing to pay you "X + Y" today, when you were not expecting a raise for some time? Could this perhaps be your raise for the next few years? That has been our experience.

Employers do not like to be fired. Employers are most concerned that they may look bad, and this could jeopardize their career because they are judged by the ability to retain staff. When a contributor quits, morale suffers. Further, your leaving might jeopardize an important project, cause a greater workload, or foul up a vacation schedule. It's never a good time for someone to quit, and it may prove very time consuming and costly to replace you, especially considering search and relocation expenses. It is much cheaper to keep you even at a slightly higher salary. And, it would be better to fire you later, on the company's time frame.

Most employers will tell you that a counter offer is usually a stopgap measure because they couldn't afford a defection at that point in time. The do not count on those people long term and usually a person who accepts a counter offer has burned bridges two or three levels up, if not with their immediate manager. It puts them in a career holding pattern. Many times immediately a counter offer is accepted, the employer is looking for a replacement ASAP.

It's not about you.   While your employer may truly consider you an asset, and may genuinely care about you personally, you can be sure that your interests are secondary to your boss's career, and your company's profit or survival. In other words, flattering offers and comments are attempts to manipulate you to do something that is in your employer's best interests, and not necessarily yours.

The negative ramifications to accepting a counter-offer are numerous:
Where did the money or responsibility come from?  Was it your next raise - just early? Will you be limited in the future? Will you have to threaten to quit to get your next raise, or might your (cheaper) replacement be sought out ASAP? One client executive, who preferred to remain unnamed, commented that "90% of the time, accepting a counter-offer is the wrong thing to do. And, if the business is so dependent on one person, it's a weak business."

You'll never be considered a team player again. You've demonstrated your unhappiness, or your lack of blind loyalty, and will be perceived as having committed blackmail to gain a raise. Many employers will hold a grudge at the next review period, and you may be at the top of the next Reduction-in-Force "hit list". Someone once described it as, "Like an adulterous affair that has been discovered, the broken trust in never fully recovered."

Statistics show that more than 80% of those accepting counter-offers leave, or are terminated, within 6-12 months.   Apart from a short-term Band-Aid treatment, nothing changes. The reasons why you started looking are still there. After the dust settles, you'll be in the same old rut. Although counter-offer acceptances are discouraged, 50% of those who did succumb re-initiated their job search within 90 days.

A counter offer demonstrates disrespect for your decision and commitment to the new company. Should your current employer decide to eliminate your position, or skip you for promotion, just try to counter and change their mind. Not very likely! You've committed to the new company, which has made plans and accommodations around you. They are counting on you. Don't sell out, or back out. Stand by your word. Everyone will respect your decision and integrity, and if the previous employer was sincere about your value, they'll likely make a spot for you in the future.
Look at the two opportunities, your old job and the new position, as if you were unemployed. Which holds the most real potential? Probably the new one, or you'd not have accepted it in the first place.

Two things are certain:

1. You can  expect a counter-offer, and
2. You should hold a steady course from the beginning, and stick with your decision to move on to a bigger and better future.