Writing a Resignation Letter: Eight Tips for Resigning Elegantly

Whatever the reasons, you've made up your mind to resign and move on. It’s not easy, especially after many years of giving your all to your job and your coworkers. In any case, your first step is to draft a letter of resignation¯a sensitive move that if done improperly can have a strong negative impact on your future employment opportunities.

Writing a resignation letter must be done from your head, not your gut, even if it is your annoying job or your hated boss that made you write that letter. Remember: It’s a small world; whatever you write in that letter can play for you or against you when potential employers call up checking on you. Following are eight tips that will help you write an effective, elegant letter of resignation:

(1) Send a printed letter
Print the letter rather than hand-writing it, so your writing and details are clear, and there are no potential misunderstandings.

(2) Keep it brief
Start by mentioning the important details: date, addressed to the full name of your direct superior, headline, body, and your name and signature.

(3) Be formal and succinct
i.e. "After much thought, I have decided to move on and leave [Name of your Company]."

(4) Keep it positive
i.e. "I appreciate [company name] for giving me the opportunity to be part of your team. I wish you all the best and hereby inform you that I will be at your disposal before and after my departure for any matter that requires my assistance."

(5) Mention prior notice
i.e.: "As per my employment agreement, I am obligated to give X days’ notice, making my departure date [day of week, date]."

(6) Sign it manually and keep two copies of the original
You may need them for future legal reasons.

Best Regards,
[your signature],
John Smith

(7) Proofread before sending
No matter how you see it, writing a resignation letter is a
formal procedure; it must be done accurately. A small grammar error, for example, can cause undesired misinterpretations that may have legal consequences. Professional grammar check software can help you with proofreading.

(8) Deliver it personally, in a sealed envelope
After doing so, make sure to notify at least one of your coworkers, as you never know how your employer may react. For legal reasons, it is a good idea to have a witness who can testify as to the date and time of your resignation.