How to Write a Professional Resignation Letter

Never burn bridges when you make your goodbyes.

When it comes time to leave your current employment, a professional resignation letter is part of the closure process. Regardless of the circumstances--and regardless of how many people at the office are already aware of your impending departure--the formality of putting your resignation in writing reflects appreciation and respect for the company that employed you. The letter also becomes part of your official personnel file and may one day be viewed by prospective hiring agencies.

Instructions

1. Address your resignation letter to the appropriate person. In most cases, this is your immediate supervisor. It is permissible to send a copy to the branch manager and the owner of the company if you have had interactions with them over the course of your employment. A copy of your letter also should be provided to your company's human resources department.

2. Announce your resignation in the opening paragraph and specify the date your resignation will take place. This is customarily two weeks from the date of your letter but could be a shorter or longer period, depending on the circumstances. If you have been with the company a long time or have had a generally favorable experience, you may want to include wording that indicates your leaving was not an easy choice to make.

3. Make reference, as appropriate, to where your next move is taking you. Emphasize that you feel well prepared for the challenge of your new responsibilities as a result of the training, mentoring, work experiences and peer support you received from the company you are leaving. Cite and commend specific individuals who made your tenure a positive and productive one.

4. Assure your supervisor of a smooth transition. Accomplish this by promising to finish your pending assignments and identifying key personnel who can provide orientation and back-up support to the new hire. Be supportive by offering to train your replacement or serve as a resource should questions arise following your departure.

5. End your resignation letter on a positive note by thanking your employer for the knowledge and experience you have gleaned. Extend good wishes for the company's future endeavors.

Tips & Warnings

• Maintain a formal but friendly tone in your letter.

• Use good quality stationery.

• Resist the urge to gloat that you have been hired by a company that is more successful or that has offered you a much higher salary. If the new job doesn't work out, those bridges you burned will be a hindrance if you need to come back.

• A resignation letter is not the place to vent and kvetch about what idiots your coworkers are or that your boss never appreciated any of your contributions.

References

• "1001 Letters For All Occasions: The Best Models for Every Business and Personal Need"; Corey Sandler, Janice Keefe; 2004
• "How to Say It, Third Edition: Choice Words, Phrases, Sentences, and Paragraphs for Every Situation"; Rosalie Maaggio; 2009
• "300+ Successful Business Letters for All Occasions"; Alan Bond, Nancy Schuman; 2010