How to Write a Resignation Letter

Anyone who has ever wanted to properly quit his or her job has probably wondered how to write a resignation letter. A resignation letter is important, because whether or not the employee despises the job, it shows that the employee has respect for the company. Furthermore, gracefully bowing out with a resignation letter as opposed to an "I quit!" will leave a better taste in the employer's mouth. This resonance is extremely important, because the employer may very well be used as a reference for future positions. No one will want to hire an individual who left on the spot without any notice, and/or in a rude manner.

Heading

As with any sort of formal letter, a proper heading is absolutely necessary. It ensures that the letter is of a formal nature, and shows respect for whomever the letter is addressed to. The heading should be formatted as thus:

Your name

Your address

Your city, state, zip code

Your phone number

Your e-mail

Date

Name of recipient

Title

Organization

Address

City, State, Zip Code

Greeting

The greeting should always be "Dear Mr./Ms./etc." as that is both formal and appropriate. Furthermore, it acknowledges the actual person without being too comfortable. A first name should not be used. Additionally "To Whom It May Concern" would not be appropriate here either. It shows that the employee is sending out a completely generic letter. Presumably, the person has been at the company long enough to know to whom he or she is writing. If he or she does not know, the name should be found out before the letter is sent.

Additionally, in the case of female recipients, the proper salutation should be chosen. "Miss" should usually be avoided, since that is generally reserved for women under the age of 18. However, exceptions apply in every case. "Mrs." is used for a married woman, while "Ms." is often used for an unmarried person. Some women use "Ms." whether they are married or not, as part of the feminist protest against a woman's identity being shaped by a man. Therefore, the salutation is not just an insigificant part of the letter. The individual must correctly address the employer.

Body Of The Letter

The body of letter should be simple and to the point. Writing a rambling letter about everything that the employee did not like about the company will not look very good. Furthermore, doing so will only incite a sense of awkwardness. Some samples of appropriate wording are as follows:

• Please accept this letter as a formal notification that I am leaving [insert name of company] on [insert date, should be at least two weeks from when the letter is dated]. Thank you for the opportunities that this company has provided me. Please let me know if I can be of any assistance in this transition period.
• I am writing to inform you that I will be leaving [insert name of company] on [insert date]. I want to thank you for the valuable opportunities and experience that I have gained while working at this company. These skills have taught me to [insert what has been learned].
• Effective two weeks from the date of this letter, I will be resigning from [insert name of company]. Thank you for the opportunities you have offered me.

Closing

The closing is just as important as the rest of the letter, in order to ensure formality throughout. A proper letter should end with "Sincerely." After that, hit the "Enter" or "Return" key on the computer four times. Of course, print the letter, and in that four line space, sign your first and last names.

Considerations

Now that we know how to write a resignation letter, there are a few additional considerations. As mentioned, the letter should be dated at least two weeks before the intended employee plans to resign, unless the company has different requirements. Furthermore, the letter absolutely must be typed. That is the proper format these days.

A letter of resignation is generally the proper way to leave a job. However, there are extreme circumstances and exceptions to every rule. If there is a problem with abuse or harrassment, different measures will need to be taken. Every situation elicits a different response.