For most, leaving a job is a big decision. Whether climbing the corporate ladder, or changing career fields, a properly worded resignation letter is essential to leaving a professional last impression on a current employer. A resignation is a courtesy letter, generally consisting of 2-3 paragraphs, that outlines the reasons for leaving, last date of employment and any other details pertinent to the employee‘s departure. A resignation letter is often the last impression that an employer will have of the employee, so it should be written in a professional and concise manner.
Beginning a Professional Resignation Letter
The first paragraph should contain the statement that the employee intends to resign and the date of employee’s departure from the company. Even if an employee is leaving a company on bad terms, it’s always a good idea to begin the letter on a positive note. . An employee's departure date should be at least two weeks from the date the letter is drafted so that the employer has sufficient time to fill the vacant position. However, an employee's leave date shouldn't be more than thirty days, except in special circumstances. For example, an employee leaving on maternity leave and not returning would be a special circumstance.
The Body is Often the Most Important
The second paragraph should state of reason for the employee’s decision to leave. If another job or career move is not the reason for the departure, the employer should be made aware of this, but in a positive manner. Begin by letting the employer know what aspects of the job that were enjoyable. If leaving under bad circumstances, don’t go into a lot of details. Statements like, “undesirable working conditions,” or, “unsuitable work environment,” will exhibit an employee’s ability to show professionalism even in harsh circumstances.
Ending on A Good Note
If needed, a third paragraph should be short and consist of only a sentence or two. This paragraph should let the employer know that since the professional courtesy of a letter of resignation has been extended, a good recommendation to any future inquiries regarding the employee would be appreciated.
No matter the terms of the employee’s departure, a professional letter of resignation will almost always be appreciated by an employer. When drafting a resignation letter, an employee should remember that it is always better to leave a good impression with a past employer in case recommendations are needed for future employers.
Virginia Patterson - Virginia Patterson is a freelance writer with a Bachelor's Degree in business. Before becoming a freelance writer, Virginia worked in ...
