How to Write a Letter Giving Notice for a Business That You Love

Employment files may contain all of an individual's correspondence with a business.

Take care when writing a notice of resignation to a business that you love, as your former boss and colleagues will remember you by the letter. The company will also probably place the letter in your employment file, which it may maintain for years after your departure. Write the letter at least two weeks before you intend to cease work so that your boss has adequate time to find a replacement. A letter giving notice follows common business correspondence conventions.

Instructions

1. Type your address in the upper-left corner of the document.

2. Type the date, then type the name and business address of the addressee beneath the date.

3. Write a simple salutation to the addressee, such as "Dear Ms. Watkins." End the salutation with a colon.

4. Write a paragraph expressing your positive feelings for the business. Explain, for example, that "I loved my time working at Acme and feel that I learned lessons I will rely on for the remainder of my career." Compliment deserving individuals and policies. You might wish to write, for example, "Amy Benton served as a mentor throughout my time at Acme and taught me to sincerely care for customers." Keep your praise professional in tone: avoid slang, overly sentimental praise and catchphrases such as "every fiber of my being." Confine your remarks to a single paragraph if possible.

5. Write a paragraph explaining that you must tender your resignation. Provide your reasons for leaving and the precise date that you intend to cease work. For example, you may write: "Because I must relocate to another city, I must tender my resignation effective May 15, 2011." You may wish to offer to stay longer if needed or to work as a freelancer to help with the transition.

6. Write a single-sentence paragraph thanking the employer for the opportunity to work.

7. End by typing "sincerely" or "warm regards," followed by your signature. Type your name beneath your signature.

8. Arrange for delivery on a Friday to allow workplace gossip to diminish over the weekend. If you plan to work for a period of weeks, this also allows for an easy Friday exit.

Tips & Warnings

• You may wish to personally deliver the letter to convey your respect and appreciation in person.

References

• "Business Letters for Busy People: Time Saving, Ready-to-Use Letters for Any Occasion"; John Carey; 2002
• "The Business Writer's Handbook"; Gerald J. Alred et al.; 2006
• Employment Crossing; I Wish I Knew How to Quit You: The Guide to Making a Graceful Exit; Carey Bertolet
• "Business Communication: Process and Product"; Mary Guffey; 2010

Resources

• SkloverWorkingWisdom; Resigning From Your Job The 21 Necessary Precautions; Alan Sklover, May 2006