You’re moving on, and you need to write a resignation letter. It’s entirely appropriate to write a short business letter simply stating that you are resigning and giving a date that it will become effective. There are a few rules of good conduct to follow (below) that will help you make a smooth exit. Even if your job is a nightmare and your boss has been difficult at best, it is always in your best interest to leave on good terms. You never know if you might be running into your co-workers or boss in the future! Don’t ruin your reputation by burning the bridge as you leave.

DO

Start off by writing a sentence stating that you are resigning. Be positive and complimentary about your past experiences with the organization, and give a date on which your resignation will be effective. This is the most relevant part of the letter, and if you want to, you can stop here. It’s entirely professional and appropriate to just write two or three sentences in your resignation letter. If you want to write more, read on.

If you want to, give a brief explanation about why you are leaving, especially if you are leaving on good terms in order to pursue other career options, are moving, or have another non-inflammatory reason for leaving. If you’re leaving because your boss is a big jerk, you should probably leave that out. Even if you feel you must say it (try not to), don’t write it. You don’t want to open yourself up for any kind of lawsuit. You have to realize that your letter will be kept on file in some kind of permanent record.

Stay professional and be courteous. Even if you absolutely hate your job and can’t wait to leave, it’s best to leave on good terms if at all possible. You may need a reference one day. Just take the high road.

Focus on where your life is going rather than what you are leaving. Be excited about your new opportunities and how the change will be a good thing for the company you are leaving. Offer to find and/or train your replacement and assist in the transition.

Write it as a formal business letter on company letterhead. End the letter with thanks for your experience, and sign it. Proofread your letter to make it error-free.

When should you turn your letter in? That’s tricky. You want to give enough notice so that a replacement can be found, but not too much in case they decide they’d like you to leave immediately. Usually two to four weeks is appropriate. Finish whatever projects you are currently working on during the transition time, clean out your desk, and say hello to your new job.

DON’T

In keeping with being professional and courteous, there are a few things you should not do. For example, don’t burn the bridge or use the letter to voice your complaints about the company, use the letter to tell off your boss (even if your boss has been horrible), or take this as an opportunity to gossip about other employees. Also, don’t be upset if the organization does not want your help finding and/or training your replacement.

When you’ve turned in your letter and have let your co-workers know that you are leaving, please don’t act smug about how you’re moving on and they have to stay. Don’t blow off work in your last few days. Don’t leave customers or the company in the lurch by failing to provide your files or records that they may need. These people still have to work there. There is no need to make them hate you.

Don’t lie about why you are leaving. If you don’t want to give an explanation, that’s your prerogative and there is no need to make up a story about it.

In your letter, don’t mention the fact that you have been asked to resign, if that is the case. Don’t make any statement that could be misunderstood or used against you. Don’t write more than one page or use email to send it.

Don’t come back to work after your last day. Even if you have good friends who work there, you’ll be sabotaging the new guy. Meet your friend for lunch at a restaurant instead.

Finally, when your last day comes, shake hands with your boss, stay professional and courteous to your co-workers, and clean out your desk. You can celebrate when you leave the building!