How to Write a Resignation Letter Correctly

A resignation letter is a professional formality.

Sometimes it's not enough to simply tell your supervisor that you're resigning; you may be required to put your resignation in writing, too. If this is the case, remember that even if you're leaving an organization under less-than-ideal circumstances, your letter should be professional and polite and even exude a sense of gratitude. After all, it doesn't pay to burn bridges, as you never know when you may need a reference from this employer in the future. Your letter should be short and sweet -- leaving a good impression with your employer as you part ways.

Instructions

1. Select a business-like font for your letter, such as Arial, Tahoma or Times Roman in 11 point. Set 1-inch margins on the top, bottom and sides. Create the letter in block style, with no indentations. Single-space between lines and double-space between paragraphs.

2. Write the return-address, which includes your address (not your name) followed by the date.

3. Write the inside address, including your direct supervisor's name, the company name and the company address.

4. Write the salutation. Start by addressing the letter just as if you were talking to your supervisor, face to face. Assume you are on a first-name basis with your supervisor, and write the salutation accordingly. It would be off-putting to address your supervisor as "Mr." or "Ms." if you never talked in this fashion in the workplace.

5. 

   Don't burn bridges.

   Devote the first paragraph to your resignation and state your last day of work, which typically is at least two weeks from the date of the letter: "Please consider this letter as my formal resignation as (job title) from (name of company). My last day of work will be (day and date)."

6. Explain in the second paragraph why you are resigning, but do not go into extraneous detail. If you found a new job or are returning to school, say so. If you are resigning because circumstances are forcing you to -- for example, a family relocation, a medical condition or family crisis -- allude to the situation, but do not go into detail. Most often, employees resign from one position because they've found a better opportunity elsewhere. Again, follow the "less is more" tactic and provide a simple explanation: "I have been hired as the new (title) for the (company), a position which will allow me to capitalize on the skills I've honed at (the present company) while continuing to pursue my professional goals in a new and challenging way."

7. Offer, in the third paragraph, to assist with any transition effort or to help train your replacement -- if you are so inclined. Further, it would be advantageous to spell out any time parameters for doing so, since you presumably don't want to be training a replacement for your previous position while settle into your new one.

8. Close the letter in an upbeat, positive manner, thanking your supervisor for the lessons you've learned and the experiences you've benefited from. Consider wishing him luck with any current projects that you know are important to the organization. Or express your desire to keep in touch, even if it's strictly on a professional basis. The point is, even if your parting is bitter or the organization is awash in contention or scandal, rise above the fray and leave on a positive note, which is exactly how you want to be remembered.

9. Write a closing, such as: "Sincerely yours" or "Sincerely." Space four times.

10. 

    Your parting words will leave a lasting impression, so ensure you're remembered for your professionalism and class.

    Type your name. Sign your name in the space between the closing and your typed name. Sign your full name, even if you're on a first-name basis with your supervisor.

Tips & Warnings

• Your resignation letter should be devoid of sarcasm, negativity, insults and doom-and-gloom predictions. Similarly, avoid the temptation to stroll down memory lane, fondly recalling festive office parties or rollicking company picnics. Your resignation should exude professionalism from start to finish.

• Proofread and edit your letter before sending it to ensure it's error-free.

References

• Monster.com; Leave on a Positive Note; Kim Isaacs
• Entrepreneur.com; How Do I Legally Resign From a Corporation?; Nina Kaufman

Resources

• "The Little, Brown Handbook"; H. Ramsey Fowler, Jane E. Aaron and Kay Limburg; 1992
• "The New St. Martin's Handbook"; Andrea Lunsford and Robert Connors; 1999