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Step 1
Date your letter for the day you gave notice and in the body of the letter indicate the date of completion of the two weeks. If you plan to work beyond this date, indicate this in the letter as well.
For many, this is the MOST important element of the letter. Many states require employers to pay out unused vacation time but under the condition the employee gave notice and completed the 2 weeks. Even if you plan to work longer than the 2 weeks, indicate the completion date of 2 weeks just in case you are unable to work longer. -
Step 2
Address the letter to the head of your department. You may also wish to address the head of human resources. Include their title(s) beneath their name. If there are several organizations under the umbrella of a corporation, list the company you work for, and the location.
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Step 3
Keep it simple, brief, and positive. If you have an exit interview, that is the time to air grievances. A resignation letter is in writing and a permanent part of your file, so you would not want to apply to the same company years later and have them discover the purple language in your resignation.
You may wish to state what your immediate future plans are and your reasons for leaving, then finish by thanking your employer for the opportunity to work for them. -
Step 4
End the letter with a formal sign-off like 'Yours Sincerely', print your name, and sign your name. Make a photocopy for your records before giving it to your supervisor.
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Step 5
This letter should be typed, not hand-written if possible. Use the spell check on your word processing program, but then reread the letter again to look for words that weren't caught. If you are not sure you used a word correctly, you shouldn't be using that word: find a easier alternative.
Do not use contractions in the formal letter. Don't abbreviate titles, the company name, and refer to people as Ms./Mrs./Mr. no matter how close to them you are.
Use a font that is readable, nothing fancy, too small, italicized, or bolded.
Good luck at the next job!
