How to Write an Effective Letter of Resignation

Effectively Wording the Resignation Letter Matters

Oct 2, 2009
Daniel Gansle

Letter of Resignation - Vanderdecken

The letter of resignation is often written hastily and without much thought. However, it is important to leave on good terms with the employer. Here's how.

The letter of resignation is a time-honored tradition that tactfully informs the employer of the intention to leave the company. However, this official notice is often composed in haste and without much consideration. A well-constructed intent to leave the position is important to remain on good terms with the company, ensure a smooth transition, and receive a positive reference for future opportunities.

Before Quitting

Before writing the letter of resignation, be sure to have another job offer in hand. Give the standard two week’s notice. Don’t burn any bridges by gossiping and complaining about higher-ups and how poorly the company is run. In the letter, thank the company for the experience and maintain positivity. Get personal contact information from trusted coworkers for future references. Always maintain a positive attitude and walk out with dignity.

Keep in mind that upon leaving the company, corporate perks such as health insurance, 401(k), and bonuses are no longer on the table. Neither are unemployment benefits, which are not available to those who have voluntarily left a job. Thus, the resigned must be sure to have at least six months of living expenses in a savings account. It is never recommended to dip into the retirement plan early for this or any other expense.

Resignation Letter Format

The notice to quit should follow general correspondence standards: header with personal contact information, date, employer contact information, salutation, and signature. The body of the letter should contain the following:

First paragraph: State the employee is resigning and provide the last day date two weeks out.
Second paragraph: Thank the organization, summarize employment with company, state positive experiences, and offer help in the transition.

Sample Letter of Resignation

Address the notice to quit to the departmental manager, who will then forward it on to human resources. Make it short, simple, and concise without rambling on. It should read like this:

Dear (manager),

This letter is to inform (company) that I am resigning my position as a (job title) effective (date two weeks in advance).

I would like to thank you for the valuable experiences you have provided for me to learn and grow as a (job title). If there is anything I can do to assist in the transition, please let me know and I’ll be happy to help.

Sincerely,

(employee signature)

(employee name typed)

Writing a letter of resignation is a time-honored courtesy of giving an employer notice before leaving a position. For the company, it gives them time to process the paperwork and hire a replacement. For the employee, it ensures a smooth transition and a positive professional reference. Unless not doing so is absolutely necessary, providing a 2-week notice of resignation is always appreciated and allows the employee to leave on a positive note.