Quitting your job? Write a resignation letter.
While you may be excited to start your next job, you first have to resign from your current one. The best method of resignation is an in-person meeting or a video call, but don’t overlook the importance of writing a formal letter of resignation.
It may seem like an outdated idea — especially when informal forms of communication are everywhere these days — but submitting a letter of resignation is still recommended even if an in-person meeting or a phone call has already taken place, says Erica Alioto, global head of people for the cloud-based writing assistant Grammarly.
“The letter not only serves as formal documentation, but it also helps keep HR organized when they need to reference details like last day of employment, offers to assist in the transition and personal contact information,” she said. “HR can use the formal resignation letter as a guiding star during what can feel like a hectic process.”
Turn in a resignation letter immediately after speaking with your manager. “No matter when the last day of employment is, employers will be put in a reactionary position as they try to fill a vacating role,” Alioto said. “Helping them through this process by communicating empathetically and in a timely manner is essential.”
Share the letter of resignation with HR, your managers and anyone else who would be directly involved with the transition. Whenever possible, provide two weeks’ notice ahead of your departure date to give your employer time to prepare next steps.
Letters of resignation can be sent as emails or printed out and delivered to your managers and to the HR department, Alioto says.
“With many people working remotely right now, an email is likely the fastest and most reliable way to deliver the letter,” she said. “One advantage of hand-delivering the letter is knowing it was received on time, rather than potentially getting lost in an inbox.”
When delivering your resignation letter to the HR department, Alioto suggests asking them for their preferred delivery method in the spirit of cooperation and empathy.
But don’t skip the meeting or phone call and rely on the letter alone. “Regardless of the medium, it is important that the resignation letter is not the only communication with employers,” Alioto said. “It can get easily overlooked if not paired with more personal communication.”
When writing your letter, stay focused, keeping it to one page and only including essential information. Use a formal and personal greeting, such as “Dear [recipient’s name],” instead of something informal like “Hey,” or impersonal, such as “To whom it may concern.”
The first sentence should explain your intent to leave your role. Use plain, direct language and give an exact departure date, so the company can plan accordingly. Remember, a written document is a representation of you, and it may be kept in a file for others to see. In addition to being professional, take time to make sure it is free of spelling and grammatical errors.
Within the body of the letter, Alioto suggests offering to assist in the transition. It’s considered courteous to thank the company for the opportunity to work there, unless your reason for leaving involves a hostile workplace. In that case, your gratitude may come off as inauthentic. The underlying tone should always be professional.
“Don’t think of the resignation letter as a no-strings-attached opportunity to vent and complain,” Alioto said. “Rather, keep the letter professional and formal, maintaining an empathetic tone throughout.”
Then wrap up the letter with personal contact information and a formal closing, such as “Sincerely.” In a formal letter, your contact information goes under your name in the upper-left corner, while in an email it can go at the bottom under your signature.
“Resigning can be challenging, especially when breaking the news to managers and teammates who have become mentors and peers,” Alioto said. “A formal letter of resignation is an important part of the process, because it clearly lays out all the factual details during a time when emotions can run high.”