How to Write A Letter of Resignation

Published On: Jun 21, 2018
Category:

 

Once you’ve decided to move on to another job or have decided to take a break, you will need to write a resignation letter. The official document you submit to your supervisors and Human Resources will set the tone for your remaining time at the office as well as your relationship with them moving forward.

Here are a few tips to guide you through the process.

Well-known HR services organization Randstad advises workers to keep their resignation letter brief though it should include the following:

  • The name of the person you are addressing it to: your supervisor, line manager or the manager of the Human Resources department. This should go on the left above the salutation.

  • Your contact information: This should go on the top right-hand corner of your letter.

  • The first paragraph should include: the effective date of your resignation, the date of your last day of work.

  • Middle paragraph: An explanation for your resignation. Keep it simple at this point.

  • Final paragraph: Offer assistance with the handover process; remain professional at all times.

  • Professional close: Kind regards, or respectfully yours.

  • Your name and signature


Here is an example:

First paragraph:

Dear [your supervisor’s name]

Please accept this letter as formal notification that I am resigning from my position as [position title] with [company name]. My last day will be [your last day—usually two weeks from the date you give notice].

Check your company policy or your employment contract to find out how many weeks’ notice you’ll need to give upon resignation. Some companies will terminate an employee immediately, so be prepared for this.

You should also consider including a positive statement about your employer and perhaps even thank them for the opportunities they gave you or wish them well for the future. Here, you can describe some of the key things you have learned and enjoyed on the job, even if you are thrilled to be leaving. Whatever your reasons for resigning, do your utmost to leave on good terms. Whatever it is, refrain from criticizing your current employer.

Barbara Mitchell, human resources and management consultant and author of The Big Book of HR and The Essential Workplace Conflict Handbook advises, “Keep in mind that you still may need a reference from your current organization, even if you already have a new job. You also want to be paid for any accrued vacation time and any retirement funds you invested in the employer's program. I wouldn't expect an organization to be vindictive enough to try to keep your money, but why chance it?”

Be professional as your resignation letter will be kept on file and could be accessed for future reference. Remain polite and approach the resignation with the right etiquette. Remember that down the line, you may need these people for a reference (especially if you stay within the healthcare profession) and leaving things on a good note will leave a positive impression.

 

Middle paragraph:

I would like to thank you for the opportunity to work in this position for the past [amount of time you’ve been in the role]. I’ve learned so much and have greatly appreciated the opportunities I’ve had to [a few of your favorite job responsibilities]. My training in [area of expertise] was extremely thorough and contained lifelong lessons. I feel that my development as a healthcare professional has grown tremendously and I thank you for that.

Lastly, state your willingness to help out with the transition in your resignation letter. It’s not necessary to go into great detail, but a line or two stating that you will do your best to ensure a smooth transition will show your professionalism and sincerity.

 

Final paragraph & Close:

During my last two weeks, I’ll do everything possible to wrap up my duties, update all pertinent records and train other team members. Please let me know if there is anything else I can do to help smooth the transition.

I wish you and everyone in the company continued success, and I hope to stay in touch in the future.

Sincerely,

[Your name]

 

Make sure to follow company procedure during the resignation process. A well-written resignation letter will impress your boss and if you ever decide to return to your company, it’s good that your last correspondence on file is professionally written.

It is worthwhile to remember that even if you are on good terms with your boss within your current company, make sure you maintain a formal tone and professional language in your letter.

 

Sources:

Write a Great Resignation Letter to Leave on Good Terms, Career Advice - Randstad USA

How to Give Feedback When You Leave a Job, Barbara Mitchell - Association Career HQ Once you’ve decided to move on to another job or have decided to take a break, you will need to write a resignation letter.