EDITOR'S POST

How do I write a resignation letter? What is an exit interview?

Q. How do I write a resignation letter? What is an exit interview?

A. It's always a poor judgment to quit without notice, even though the company may discharge you without notice. Leave in a friendliest possible way because you may wish to return to this company later, or you may have to use it as a reference, or you may encounter your former co-workers elsewhere later in your career. The last weeks in a position play an important role in shaping your employers' and co-workers' parting opinions of you.

Request an appointment with your direct supervisor (not your supervisor's supervisor, even if you hate your direct supervisor). State at once that you've decided to leave, and negotiate exit terms if necessary (for example, agreeing to stay for 3 more weeks, instead of the customary 2 weeks, to finish up a particular project). Express appreciation for the job you are leaving and submit a brief formal (but cordial) letter of resignation for their files. Hand-delivering a paper letter is traditional, although e-mailing it is fine too. The letter should state that you resign and give your last day on the job. Adding a statement such as I appreciate the opportunities I have had while employed here is a common courtesy. There's no need to put down what your future plans are. Don't ever put the reasons for leaving in the resignation letter.

Some companies have the policy of having security guards escort the worker from its grounds immediately upon resignation. If this is the company policy, try not to take it personally.

It is common to question the workers about their reasons for leaving (a process known as the exit interview). There are two purposes for an exit interview: to debrief you if you have any proprietary information that shouldn't be shared outside, and to ascertain if there is a problem which was not known previously. Unless there's been a complete communications breakdown, you've probably spoken in the past about your reasons to be dissatisfied with the former job and to seek another one. You should not repeat them. Anything negative and general that you say at this point may be noted in your file and come back to harm you later. If you have any specific suggestions for improvement, make them. Be very positive and enthusiastic about your new job. (E.g., if you say you doubt that you'll last there long, this just might be made known to your new employers.) Describe it as an opportunity you couldn't refuse, but be careful about putting down your old job in comparison.

Leave your work area in the condition in which you would like to find it if you were new to the job.

Don't make promises you can't keep. E.g., don't promise to continue to assist with your old projects unless you know for certain that you will be able to follow through with these promises.

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