How to Write a Resignation Letter

Are you wondering how to write a resignation letter?

Need to write a letter of resignation?

If you have decided to resign from your job, you'll need to write and submit a formal letter of resignation to your employer. Regardless of the reason you have decided to leave your job, it's important to provide written documentation of your decision to do so. It's best to prepare the letter before announcing you will be leaving so that you can provide it to your supervisor when you meet with him or her to turn in your notice.

While there is not a single right way to write a resignation letter, it is important that the document you create is written with an appropriate level of professionalism.

The letter should be typed and arranged in the standard block or modified block business letter format. Address the document to your immediate supervisor. Depending on your company's policies, the letter may also need to be copied to the Human Resource Manager or other executive level manager. It should be printed on quality paper using a professional looking font.

Letters of resignation should be written in a clear and concise manner. State your point as succinctly as possible without going into unnecessary detail. It's generally best to open the letter with a statement expressing your appreciation for the opportunity to work with the organization, followed by a statement specifying that the purpose of this letter is to formally announce your intent to leave.

The letter should also specifically state the length of notice you are providing to the employer, expressly stating the last date you will be available to work for the company. It's customary for most positions to offer to work a two week notice, although in some circumstances employers do not opt to allow workers who are resigning to work out the notice offered. Regardless of what you feel your company will do, in order to leave on a positive note it is very important that you do provide sufficient notice.

It's up to you whether or not to include information about what you will be doing after you leave. If you want to specify that you will be returning to school or taking a different position, it is acceptable to do so. However, it is not required that you share details about your plans. What you shouldn't do, however, is include negative comments or criticism. If you feel there are problems that need to be addressed, you can bring those up in your exit interview. However, they should not be included in your letter of resignation. The letter should end on a positive note. You should sign the letter and provide your employer with the original document for company records.

When considering how to write a resignation letter, keep in mind that you need to stick to the facts and avoid making any types of disparaging remarks about the position or the company you are leaving. Remember that the letter is likely to become a permanent part of your personnel file. Even though you won't be working at the company any more, you want to be sure the final addition to your employment record is one that portrays you in a positive light. After all, years down the road, you may need an employment reference from the company. There's always a chance that the people who had a personal relationship with you won't be working at the company anymore. If someone in the HR department pulls your file to verify an employment history verification request, it's certainly not in your best interest to have a letter with inappropriate remarks on it in your file.

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