After rounds and rounds of interviews, the stress of contract negotiation, and that last thrilling phone call, you’re finally ready to sign the contract for your next exciting career opportunity. But now it’s time to let your employer know about this new position.
For help navigating the bureaucratic and the basic steps required to officially give your “two-weeks-notice,” read on for tips to structure and deliver your letter of resignation.
What Makes a Letter of Resignation Official?
With a signed contract and a new position in your pocket, you rushed to compose and send a letter of resignation, if only to check one more item off of your to-do list. A few faithful colleagues accompanied you to lunch, where you began to celebrate your new job – perhaps a little too soon.
Unfortunately, a letter of resignation does not comply with the official legal requirements of a formal termination of contract, meaning it’s not legally binding: the law requires that a termination of contract must be written and signed by hand. A verbal resignation also fails to meet these requirements. To make it count, your intention to resign must be handwritten.
But beware: sending in your desire to resign by fax or email does not work either – any resignation requires a handwritten signature. So your email didn’t count, either.
Remember: In order to be legally binding, your resignation must be handwritten and bear your signature.
Furthermore, the name and address of the employer, as well as the date of your resignation, must be included in your letter. It’s also important to indicate a concrete date when the resignation should be effective.
A letter of resignation without these components will not be upheld. In this case, you must create a new letter of resignation.
“Why Am I Leaving?…. Well…”
It’s normal to worry incessantly about how best to structure your letter of resignation. But you don’t need to spend any time stressing about these issues. An employer must have a fair justification for terminating a contract, but an employee is not required to supply any such reasoning.
If your employer wants to know your reason for leaving, and you’d prefer not to answer, you have no obligation to indicate that you have a new position and new challenges waiting for you.
So, in order to create a legally binding letter of resignation, the entire process is reduced to just one point: you are seeking to inform your employer, in a timely fashion and as soon as possible, that you would like to end your working relationship with this organization on a specific date, and you are asking for a timely confirmation.
Finally, you should include one or two standard phrases to thank your employer for their cooperation in this matter, and wish your employer the best for the future.
You should also ask for an employer reference for a future position, assuming you have a good and stable relationship with your management. Now simply sign your full name at the bottom, and you’ve finished a comprehensive resignation letter. The only step left is to turn it in.
Pay Attention to Legal or Contractual Termination Clauses
To create a legally binding resignation, you need to have all of the important information regarding the contractual notice period. As a rule, this should be clearly indicated in your employment contract.
If it’s not, there should be an agreement laid out between two parties, otherwise subject to the Civil Code. If you fail to comply with these clauses in your contract, your resignation is not binding, and the working relationship will continue.
Compile Your Resignation and Deliver it Personally! (Better Safe Than Sorry)
Now it’s time to ensure that your letter of resignation reaches your employer. In the best case scenario, you would deliver this personally, or hand it to the HR department.
As a valued employee, someone whose company will be sad to see them leave, you should make sure to confirm the date on which you submit your termination letter. Alternatively, you could make sure to submit this letter with the confirmation of a witness – a loyal colleague or manager.
These measures should be taken to ensure that you find yourself on the safe side, and prevent any possible irritations or misunderstandings.
Would a Cancellation Contract Suffice?
If you’d like to start your new position earlier than planned, or take a long vacation before starting your new position, you should work to create a resolution agreement, preferably before the end of the month.
In most cases, your (former) employer will agree to such terms. Why should he trust you with leading a new project, when your motivation is most likely diminishing? A cancellation contract is a good alternative to the usual letter of resignation, and may be viewed as a win for both parties involved. You may even be able to negotiate a small settlement.
Ending on a High Note
His ignorant ideas, an ineffective structure, or your supervisor’s “quirks…” These are all typical workday productivity killers, factors that most likely led to your career search. So this is the right opportunity to confront your supervisor and give him a piece of your mind, right?
Wrong! As attractive as this idea may be while writing your letter of termination, it’s much better to forget it altogether. The world is small, and even if you believe you’re severing ties with this person and this organization, chances are you’ll see him again.
Furthermore, there’s no sense in burning bridges with a man who will most likely serve as a reference in the future. To come out on top, professionally speaking, forget the idea of a big showdown and instead focus on looking forward to the new position.
About the Author:
After completing her studies, where she focused on German literature and studies, Marieke Arcadi took her skills and interests in technology, and began working in marketing and SEO for several companies and agencies. Currently, she works as a teacher in the public school system, and gives seminars at the University of Hamburg. When her professional schedule allows it, Marieke enjoys traveling, and learning more about foreign cultures and languages.
