How to Write a Letter of Resignation
A letter of resignation is a formal notification of your intent to terminate employment with a company. A nicely written letter of resignation can ensure your ability to obtain future employment with your former employer, should you need to. It can also encourage a positive reference when prospective employers contact your former employer.
Required Materials
- Paper
- Envelope
Required Tools
- Computer
- Printer
Instructions
- Begin by addressing the letter to your direct supervisor, unless another protocol is requested in your employee manual. Begin with a salutation such as, “Dear” followed by your direct supervisor’s first name.
- In the first paragraph, thank your direct supervisor for giving you the opportunity to be a part of the company’s team. Add a positive note about a lesson you’ve learned while employed there, or an opportunity you’ve had for professional growth.
- In the next paragraph, explain that you will be leaving the company. Include a non-specific reason for leaving. Use a reason that infers nothing negative about your current employer. Instead, concentrate on possible future opportunities you’d like to concentrate on.
- Keep the letter positive. Do not include any grievances you have with your soon-to-be former employer. Do not include any information about conflicts with any other employees, supervisors or departments and do not make any suggestions about changes in operation or procedure you think the company should make.
- In the third paragraph, clearly document the date of your last working day. Traditionally, a date two weeks from the date you submit the letter is sufficient. If you are a key person, you may consider giving a three or four week notice.
- Add a closing to the letter, such as “Sincerely” and sign the letter.
- Be sure to spell check your letter. Also check the letter for grammatical and punctuation errors. Make a copy of the letter for your records and keep it with other documents from that employer.
- If you anticipate lodging a formal complaint or lawsuit against your employer, you may want to consult an attorney before submitting a letter of resignation.
