Resignation Letter
A resignation letter is a formal business document submitted to an employer to announce an employee's intention to leave their job. This letter serves not only as a notification but often includes specific details such as the effective date of resignation and any agreed-upon transition responsibilities. While some individuals may wish to express dissatisfaction or provide critiques, many business experts advise against this approach, recommending instead a focus on gratitude and professionalism. The standard structure of a resignation letter includes a heading with the employee's details, a formal salutation, and a clear statement of resignation, along with a brief explanation if desired.
It is customary to provide verbal notice before submitting the written letter, and the document can be delivered either in person or via email, depending on the context. Regardless of the method, it is essential to keep the tone respectful and positive, as this can influence future job references and professional relationships. While some may opt for creative or humorous resignation letters, such tactics are generally discouraged in favor of a straightforward expression of intent to leave, ensuring that the letter reflects integrity and professionalism.
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Resignation Letter
A resignation letter, sometimes formally called a "letter of resignation," is a business document delivered to an individual’s superiors or manager stating that individual’s intention to leave a job or position. Resignation letters can be critical legal documents as they often specify a period within which the employee intends to leave their present position and may additionally specify the employee’s understanding of the terms of their resignation, that is, the time of notice and responsibilities in participating in the transition period leading to their departure. While resignation letters are sometimes used to provide critiques of the company, most business-writing experts recommend against this practice and instead advise focusing on providing a brief statement of one’s intention to leave, followed by a formal statement of the time frame and a polite offer of thanks for the opportunity to work in the position.
Background
When preparing to resign from a position, the first step is typically to give verbal notice to one’s superiors. If a person is uncertain about leaving their job, the employee should attempt negotiation or discussions about job performance, salary, satisfaction, and other factors before giving notice of their intention to resign. Once notice has been given, it can be followed by a discussion of the time frame and expectations surrounding their resignation. In many positions, the employee must give a certain notice period, often ranging from one to four weeks, before leaving their position. In the interest of maintaining positive professional connections, business experts recommend offering additional time to help employers fill the position but also recommend that a specific time frame be specified during negotiations regarding the employee’s decision to resign.
The employee should then consider submitting a formal letter of resignation. Though no longer a universal business practice, formal resignation letters provide a record of the notice to resign, can be used to specify the time frame and expectations for one’s departure, and allow the employee to express gratitude to their former company or supervisors.
Overview
Resignation letters are a standard type of business writing and should follow accepted formulas in structure and formatting. A resignation letter should be single-spaced, with all paragraphs aligned to the left. The document should begin with a heading that includes the employee’s name and address, the date that the letter was drafted, and the name of the employer, company name, and address. The document's body should begin with a salutation, such as "Dear Mrs. or Mr. Smith."
Following the heading and salutation, the introductory paragraph typically begins with a formal statement of resignation, including the position's official title and the effective date. An example might read, "I am writing to inform you that I am resigning from the position of Visitor’s Services Assistant for the Philadelphia Museum of Art, effective January 1."
The body of the document can include a brief, one- or two-sentence reason for leaving the position. Providing a reason for one’s resignation is considered optional, and when included, business-writing guides typically recommend keeping the statement short, using positive language, and avoiding unnecessary criticism. Experts also recommend including a brief expression of gratitude for the opportunity to work with the company or a specific manager or supervisor.
The concluding sentence or paragraph should briefly offer assistance in the transition and specify the agreed terms surrounding the resignation. For instance, if the employee has decided to remain in the position for three weeks, this agreement might be formally specified in the letter. The letter should end with the employee’s signature written above their printed name.
Resignation letters can be delivered physically or via email, depending on the nature of the position. While many business writing experts consider emailing a formal resignation letter acceptable, some guides recommend hand delivery as a more professional and personal approach. However, sending a digital copy of the letter can be useful in the case of disputes, as digital communication can serve as proof of the terms of the resignation agreement.
Experts warn against emailing a letter of resignation as the first notice of one’s intention to resign. Instead, verbal or informal notice should be given first, at which time any relevant discussion or negotiations can take place, followed by a formal letter of intent. If a discussion cannot take place in person, a video call can be a useful tool. Individuals should never express their dissatisfaction with a job or employer or state their intention to resign on social media.
Employees sometimes write resignation letters as a negotiation tactic. Business-writing experts recommend against this tactic but also advise employees to consider future prospects when determining how to write their resignation letters.
In some cases, humorous, extremely critical, or creative resignation letters have become popular in the media. These examples may inspire some employees to use their resignation letters to send a message, whether positive or negative, to their former companies, employers, or fellow employees. While unusual resignation letters can be entertaining, business-writing experts warn against using them to voice grievances or criticize a former institution.
The resignation letter is typically the last formal record of an employee’s time in a position. As such, most business-writing guides recommend using a simple letter that expresses integrity and professionalism, even when leaving the position due to conflicts. The tone of the resignation letter might affect future prospects for obtaining recommendations, or even for returning to the same company at a later date or in another position.
Bibliography
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Castrillon, Caroline. "How To Write A Resignation Letter." Forbes, 3 May 2023, www.forbes.com/sites/carolinecastrillon/2023/05/03/how-to-write-a-resignation-letter. Accessed 7 Oct. 2024.
Greenawald, Erin. "How to Write a Resignation Letter (Examples Included!)" The Muse, 17 June 2024, www.themuse.com/advice/how-to-write-a-resignation-letter. Accessed 7 Oct. 2024.
Van Sambeck, Becca. "How to Write a Resignation Letter and Leave Your Company on Good Terms." USC Online, 23 Aug. 2022, online.usc.edu/news/how-to-write-resignation-letter-tips-quitting-job. Accessed 7 Oct. 2024.
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