Writing a resignation letter is a delicate art form. This letter is the final, official document that will live in your employee file forever. It can have a surprising impact on your professional future. The goal is simple: to resign gracefully, preserve your professional relationships, and ensure a positive reference down the road.
Too often, however, employees use the resignation letter as an opportunity to vent their frustrations, justify their decision, or express their disappointments. This is a major strategic error. A resignation letter should be boring, professional, and brief. The words you choose matter immensely, and certain common phrases can burn bridges you might need to cross again.
To protect your reputation, here are seven words and phrases you should never include in your resignation letter.
1. “I Quit” or “I Am Quitting”
This might seem like a small semantic point, but the word “quit” can carry a negative and almost confrontational connotation in a formal document. It sounds abrupt, informal, and can be perceived as slightly disrespectful. A much more professional and neutral way to state your intention is to use the word “resign.” Phrases like “I am writing to inform you of my resignation” or “Please accept this letter as notification of my resignation” are the standard. They are respectful and convey the same information without any of the negative baggage. It’s a simple swap that immediately elevates the tone of your letter.
2. “Disappointed”
You may be very disappointed in the company, your boss, or the lack of a promised promotion. Your resignation letter is absolutely not the place to express this emotion. Stating that you are “disappointed” in the company’s new direction or that you were “disappointed” not to receive a raise turns your letter from a formal notice into a critique. This can make your manager defensive. It can also be perceived as unprofessional and petty. Your reasons for leaving are your own; the letter is simply a tool to formalize the end of your employment. Keep your emotions out of it.
3. “Because”
You have no legal or professional obligation to state the reason for your departure in your resignation letter. Using the word “because” opens the door to a justification or an explanation that is simply not necessary and can only hurt you. Sentences like “I am resigning because the workload is unsustainable” or “…because I have accepted a better opportunity” are not required. Providing a specific reason can sometimes lead to an uncomfortable counter-offer negotiation or an argument about your decision. A simple, direct statement of your intention to resign is all that is required.
4. “Mistakes”
Never use your resignation letter to point out the company’s perceived mistakes or the strategic errors of your manager. A phrase like, “I believe the company is making a mistake by changing its sales strategy,” is incredibly arrogant. It will instantly burn a bridge with the very people you might need for a reference later. Your opinion on the company’s strategic direction is no longer relevant. Similarly, do not use the letter to apologize for any of your own “mistakes.” The letter should be forward-looking and positive, not a retrospective of past failings, either yours or the company’s.
5. “Unfair” or “Unfairly”
You may genuinely feel that you have been treated unfairly, and you might be right. However, a resignation letter is not a legal document or a formal grievance. Using subjective and emotionally charged words like “unfair” will permanently mark you as a disgruntled employee in your file. If you have a serious legal issue, such as discrimination or harassment, you should address that through a separate, formal complaint to HR, preferably with legal counsel. Including it in your resignation letter can actually undermine a future legal claim by making it look like a sour grapes complaint on your way out.
6. “Overworked,” “Underpaid,” or “Stressed”
While these might be the true reasons you are leaving, they are complaints, not professional statements of resignation. Including these words in your resignation letter makes you sound like a complainer. It can also damage your reputation. The business world is small, and you never know when you will cross paths with your former colleagues or managers again. You want their final, lasting impression of you to be one of professionalism and grace. You do not want to be remembered as the person who was unhappy and complaining on their way out the door.
7. “Immediately”
Unless your personal safety is at risk or you are in a truly toxic and unbearable situation, resigning with immediate effect is a major breach of professional etiquette. It can leave your team in a serious lurch. It will also almost certainly guarantee you a bad reference for the rest of your career. Even if you despise your job, the standard professional courtesy is to offer two weeks’ notice. Your letter should clearly state your intended last day of employment. This gives the company a reasonable amount of time to begin the transition process. This is one of the most critical words in your resignation letter to avoid.
Your Resignation Letter Is Your Final Impression
Think of your resignation letter as your closing statement to the company. It should be concise, professional, and positive. A proper letter needs to contain only four things: your clear intention to resign, your specified last day of employment, a brief offer to help with the transition, and a simple thank you for the opportunity. By keeping it simple and avoiding these seven loaded words, you can ensure that you leave your job on the best possible terms, with your professional reputation and your future references secure.
What is the single best piece of advice you would give to someone about to resign from their job? Share your tips in the comments.
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The post Want to Quit? Avoid These 7 Words in Your Resignation Letter appeared first on Budget and the Bees.
