Explains you how to write a resignation letter with clear guidelines giving samples.

1. How to write a Resignation letter- by Yapa Wijeratne
How to write a Resignation letter
By Yapa Wijeratne
Writing a letter of resignation might be the most unpleasant task, but it may look much simpler
if it's written in a professional and straightforward manner, which will perhaps take you about
five minutes.
Unless you possess the judgment of an attorney and the style of a professional writer, don't
write much in your letter of resignation if you wish to use your soon to be ex- employer as a
reference.
There's really no need to explain reasons for resigning anyway.
For one thing, it’s very hard to strike just the right tone in writing.
So, here are a few tips to write a good resignation letter.
Why is a resignation letter necessary ?
A letter of resignation is more than a professional courtesy, a formality or standard business
etiquette. It is a very important step in your career. Your letter will be retained on your
personal file at Human Resources.
If you need your current employer as a reference, if you ever reapply or if the company
headhunts you, a high quality professional-looking letter of resignation will make a positive
impression.
1.Present a professional-looking document
Use good quality, plain white paper and print your letter in the standard business letter format.
Make sure it's well written and proof read your letter carefully. Do not use company letterhead.
Put your home address at the top and type your name at the bottom underneath where you
will sign. You don’t want anyone trying to guess whose signature it is.
2.Be clear
In your opening paragraph, preferably in the first sentence, state clearly that you are resigning.
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Make sure your letter does not sound ambiguous, immature or threatening. A letter of
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resignation is irrevocable and is not a tool to negotiate a higher salary or better working
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2. How to write a Resignation letter- by Yapa Wijeratne
conditions.
3.Outline your achievements
Briefly touch on some highlights of your accomplishments. Even if you are resigning on bad
terms, this is an important step. Say things like: "It was a real pleasure to be on the team, that
developed the..." or "I thoroughly enjoyed representing the company at international
meetings..." Your goal is to provide positive reminders of your contributions without sounding
self-centered. Remember; you're creating reference material.
4 Express appreciation
Thank your boss and extend appreciation to your colleagues. Even if you're thrilled to be
leaving those jerks, say something nice. Wish the company continued success. You
never know: someday someone might recommend that they hire you back. Make sure you
don't burn any bridges.
5 Specify a departure date
Give an effective date for your departure. It's generally acceptable to give two weeks' notice,
but your company may have different standards or expectations. It may have been specified
when you were hired. If staying on may affect employee morale or if you deal with confidential
competitive information, you might be asked to leave sooner -- possibly even the same day you
submit your resignation. Ensure you've deleted any personal correspondence from your
computer and you don't have any outstanding unclaimed expenses. That way, if this is your last
day in the office, you're prepared.
6 Eliminate emotions
It is not necessary to give your reasons for leaving, either in your letter or as you are giving it to
your boss. It's definitely not appropriate to blame people or point fingers, no matter how
obnoxious your coworkers were or how dangerous you think the working conditions are. Never
threaten, whine or slander. Your manager may try to talk you out of your decision or may react
with anger. Stay calm and handle it with courtesy and professionalism.
7 Keep your plans private
Avoid naming your new employer. No matter how enthusiastic you are about your new job,
keep it to yourself. Don't mention it in your letter or when you give your notice, and don't gloat
to your boss or brag to your colleagues. If you are leaving to return to university or to fulfill your
lifelong dream of sailing around the world, include that information. It leaves the door open for
possible re-employment.
8 Edit carefully
How long should your letter of resignation be? Keep it to one page, at most. Edit out any
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superfluous details and extra words. Use the word count feature on your PC and keep your
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3. How to write a Resignation letter- by Yapa Wijeratne
letter between 200 and 350 words.
9 Present it personally
Hand the letter to your boss at the same time you inform him verbally. Consider your timing.
Avoid giving the impression that you are leaving the company in the lurch. Announcing your
intention to leave just before a major product launch is lousy timing and will adversely impact
your professional reputation. Never submit your resignation when your boss is on vacation. No
matter how much you dislike him, you owe him the professional courtesy of giving him your
notice personally. Do not discuss your plan to leave with anyone in the office before submitting
your resignation.
10 Make copies for pertinent individuals
It may be very tempting to send your letter of resignation to the CEO but unless you report to
him, don't. Address it to your direct boss, with a copy to Personnel or HR. Keep a copy at home
for your own records.
Always remain professional
Your letter of resignation will close a door but may also open others in the future. If your
current employer takes over your new company, you want to be remembered for the quality of
your work, your professional courtesy and your classy departure.
Just as a cover letter with an application makes a good impression and gets you noticed, a high
quality, well-written letter of resignation will ensure that your achievements and contributions
are remembered.
Sample letters.
SAMPLE 1
[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
[Date today]
[Recipient's name]
[Company name]
[Address]
[Address]
[Address]
Dear [Recipient's name]:
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Please accept this letter as my formal notice of resignation from [Company name], effective
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4. How to write a Resignation letter- by Yapa Wijeratne
[date, four weeks from date above].
The associations I’ve made during my employment here will truly be memorable for years to
come.
I hope a four-week notice is sufficient for you to find a replacement or tie up any loose ends,
please let me know.
Thank you very much for the opportunity to work here.
Sincerely,
[Sign here]
[Your name, title]
cc [Names for copies]
SAMPLE 2
[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
[Date today]
[Recipient's name]
[Company name]
[Address]
[Address]
[Address]
Dear [Recipient's name]:
I hereby tender my resignation from [Company name], effective (date]. At that time, I will
return the firm's property.
Sincerely,
[Sign here]
[Your name, title]
cc [Names for copies]
SAMPLE 3
[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
[Date today]
4
[Recipient's name]
Page
[Company name]
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5. How to write a Resignation letter- by Yapa Wijeratne
[Address]
[Address]
[Address]
Dear [Recipient's name]:
This is to formally notify you that I am resigning from [Company name] as [Title]. [Date] will be
my last day of employment.
Thank you for the opportunity to work for such an outstanding organization.
Sincerely,
[Sign here]
[Your name, title]
cc [Names for copies]
SAMPLE 4
[Your Name]
[Street • City • State • Zip Code]
[Phone # • Fax phone # • Messages phone # • Email]
[Date today]
[Recipient's name]
[Company name]
[Address]
[Address]
[Address]
Dear [Recipient's name]:
Please accept this letter as my notice of resignation, effective [date].
This wasn't an easy decision, because I am grateful for the rewarding employment I've had with
[Company name]. But after long hours of consideration, my decision is now final and I have
accepted a position with another company.
Sincere thanks and best wishes for the future,
[Sign here]
[Your name, title]
cc [Names for copies]
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