Resignation Letter-State the Problem but Don’t Burn Your Bridges

| April 10, 2013 | 0 Comments

This example of a resignation letter will cover all that needs to be said when it is time to leave your place of employment.  There are a variety of reasons, circumstances or situations that come up that may require you to resign.  Whatever your reason, it’s important to maintain a professional and respectful attitude.  Any correspondence is a reflection of you and your state of mind.

In your resignation letter you are explaining, from your perspective and point of view, why you are not able to continue with the current company.  It may be something completely out of your control yet very personal such as an illness in your family or a need to relocate with a spouse’s new job.  Or it may be work related, involving other employees or the work environment or a number of other issues that you were not able to resolve.

Your Resignation Letter Should Be Objective

In your resignation letter it is important to state your reasons for leaving and be as objective as possible.  If there is a concern that needs to be brought to the attention of the company, state the problem and possible solutions.  If there are internal issues that need to be addressed and some changes made that can make the company more effective then share your point of view on those and give some details or explanations with possible solutions.

Down the road you may need a recommendation from the company or from your current supervisor so it is important not to attack anyone or become too personal.  Stay objective.   Give your explanation to the best of your ability and state the date that your resignation will be effective.   A two weeks’ notice is acceptable with most companies and shows your professionalism.

Copies of your resignation letter will be given to you supervisor and to whomever the company sees fit to read it.  It will also become a part of your permanent file so keep your words and statements professional.

In Summary – Your Resignation Letter

Start your resignation letter letting the company know you will be leaving your position with them and when you it will be effective.   Then go into an explanation giving your reason for leaving.  Share as much detail as you believe is necessary.  At this point you may want to offer to train your replacement if appropriate.  Keep your letter positive and professional.  Your goal is to maintain a good relationship – that is being professional.

Be Thankful in Your Letter of Resignation

In your letter of resignation it is a good idea to express thankfulness.  You may have given the company many years of your life and feel like you deserve much more than you have been given during that time.  Who is to say for sure?  Either way, take the high road and remember all that you experienced and learned and grew.  No matter how long you were employed you cannot help but learn lessons of life, of business, of relationships, and many more things of value that you will take with you.  Be thankful for what you did learn while in their employment and for the many benefits you enjoyed.  No job is perfect but they all have some good points.  Focus on those.  Leave with respect and dignity.

Format of Your Letter of Resignation

You will write your letter of resignation in the business letter format and address it to your supervisor or manager.

June 5, 2011

Jerry Michaels
1200 Rutledge Pike
Powell, TN
(865) 922-3344

Dear Mr. Stephens,

It is with great regret that I am turning in my resignation notice. This is my two weeks’ notice, making Friday, June 19, 2011 my last day.

You may or may not be aware of the details of my situation but the reason I am leaving is because of two intersecting reasons – my age and my health. I am very close to retirement age and unfortunately I am encumbered with a progressive disease and can no longer function at full capacity. I have been having trouble giving anything my full concentration anymore and in all fairness to the company I believe this is the right thing to do.

I have thought this through and discussed it with my wife and we feel like it is the best decision for us and for your company. However, I would be interested in training my replacement. I feel like I have valuable experience and insight into the workings of this company and there is much I can pass on to my replacement if I may.

I have enjoyed the many years I have been a part of this company and will miss the camaraderie as well as the social aspect we enjoy here. I have learned many valuable skills and I believe I have developed in many ways because of the challenges my job offered. Working here has been a very satisfying experience and I will take many good memories with me.


Jerry Michaels

Additional Notes for your Resignation Letter:

  • Be sincere, honest and respectful
  • Give as much of an explanation as you feel comfortable giving
  • Offer to train your replacement if it is appropriate or if it can result in a smooth transition
  • Thank your employer for the years you were in their service

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Category: Resignation Letter Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example

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