A good resignation letter sample includes simple guidelines that can make voluntarily terminating employment less difficult. It is important to write a resignation letter with care for a number of reasons. It is best to keep it brief, focused and as positive as possible. You may need a reference down the road, so it is best not to burn any bridges. Given the job outlook and competitiveness, it makes sense to be as professional as possible.
Things you will need to construct a resignation letter:
- Scratch pad or computer
- Sample resignation letter to review
- Word processor or personal computer
Arrange a Meeting. Try to arrange to meet with your employer and explain about your resignation letter before turning it in. This will add an element of professionalism and show that you have the class and good manners to discuss your resignation beforehand. Be sure to arrange to meet when no one will be in a rush, preferably at the end of a business day. This will also give some time for how the resignation will impact the company.
Opening Paragraph. Write the first few sentences succinctly and carefully. Begin with a sentence like “It is with regret that I must inform you that due to certain circumstances, I have found it necessary to voluntarily terminate my employment with [name of company].” This tells the reader what the purpose of the letter is, while at the same time offering humanity and compassion. No matter what the reason is for the resignation, it is best to remain professional and courteous at all times. Include in the first paragraph the intended date of departure. If you are leaving the job due to a relocation, returning to school, or another positive reason, you can include that if you wish. However, if there are unpleasant circumstances, it is best to keep that information out of the letter.
Second Paragraph. Thank your employer for having had the opportunity to work with them. For example, you could say something similar to “I consider having had the opportunity to work with [name of company] a great privilege and am thankful for the chance to learn here.” If it is appropriate, consider offering to assist your employer with the transition afterward your departure. This can be done in a variety of ways. First, you could assist with training a new person or handing over the reins of the job. Second, you can offer to accept calls from your employer or the new person to help things go smoothly. This can go a long way toward a great long-term professional relationship in the future. You never know how things turn out, so it is best to be as helpful as possible. Even if the offer is not accepted, it will usually be appreciated. Include your contact information and email address where you can be reached easily.
Final Paragraph. Consider expressing that you hope you will have the opportunity to stay in touch with all of the acquaintances at the company. If you feel it is appropriate, you can do this in a farewell letter that you provide on the day of your departure. This is an added positive thought that will usually be remembered and will only serve to leave you in the best possible light.
- Review the Resignation Letter Thoroughly. Take some time to look for good resignation letter samples and compare them to your circumstances. If they fit, consider using prototypes in constructing your own. Try finding letters that include many different resignation reasons, such as relocating, a new job, career changes, going back to school, and other personal situations.