Things You'll Need:
- Your current resume (including accomplishments achieved while in the position you're resigning)
- Correct contact information for the person(s) receiving your letter
- Some forethought
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Step 1
Work on the meat of your letter first: Summarize the reason(s) you're resigning. If you have more than one reason, keep the list short and concise. You're not required to divulge your reasons for leaving, but offering a brief explanation may help diffuse speculation. Use "I" statements to focus the letter on how you feel, rather than pointing fingers directly at others in your workplace or organization. Examples: "I feel that my time may be best spent in a position that involves more of my writing skills." (Rather than: "My work for you doesn't allow me to do much writing.") Or, "I feel I should take the opportunity to further develop my skills in another setting." (Rather than: "I don't feel appreciated here.") Note: Avoid divulging details about where you're going, what you'll be doing, and how much you'll be making.
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Step 2
Be gracious. Even if you're leaving on a somewhat sour note, find a (genuine) way to thank your employer for the opportunity to work for him/her. To illustrate what the opportunity has meant to you, include one or two examples of ways in which the job has been rewarding to or advantageous for you (e.g., "In working here, I've developed valuable analytical abilities.") Refer to your resume for ideas. This step acknowledges that you respect your employer and/or the organization you're leaving and may be helpful if you cross paths with the organization in the future (in requesting letters of reference, for example).
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Step 3
Build your letter: Address it to the correct person or department at the top; Lay out your paragraphs in a logical order, starting with a clear statement of resignation ("I'm writing today to resign my position as X, effective [day], [date]"). Proceed with your reasons and acknowledgments. Keep your conclusion brief and formal. ("Thank you for your time. Sincerely, X") For clean presentation, the whole letter should fit on one typed page (much like a cover letter for a job application).
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Step 4
PROOFREAD your letter. DO NOT skip this step -- mistakes could make you sound insincere, not to mention sloppy. Many people find it easiest to print or write out a draft, set it aside, and re-read it a day later. This tactic gives fresh perspective on wording and allows you to add or remove details.
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Step 5
Deliver the goods: Print, date and sign two copies of your letter. (The date is important if you're legally required to give two weeks' notice.) Keep one copy for your own records. Send or deliver the other copy in a clean #10 envelope. Note: If you do not have means of typing your letter, be sure it's handwritten neatly. If you're comfortable meeting with your superior(s), you may want to request a meeting at the end of a work day to deliver the news in person and hand over your formal letter. Be sure to keep this meeting private; your resignation is not your co-workers' business until it's formally acknowledged by your employer.
