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Business English Correspondence. Week 8. Writing a Resignation Letter. A resignation letter provides notice that you will leave a company. It follows the verbal notice you give your supervisor about quitting your job. Why should I write a resignation letter?
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Writing a Resignation Letter • A resignation letter provides notice that you will leave a company. It follows the verbal notice you give your supervisor about quitting your job. • Why should I write a resignation letter? Resignation letters are professional courtesies that extend your professionalism, even in the last days of current employment. A letter of resignation often secures a favorable letter of recommendation in the future, and it officially documents your departure. Source: Jacqueline Goodwin, San José State University Writing Center
How to resign from a job properly and stay on good terms? • Act formally. This means putting your resignation in writing and handing it in to your boss or line manager • Give notice. This is the amount of time you will continue to work after resigning and is usually covered in your contract. In your resignation letter you are under no obligation to say why you have chosen to quit - only that you have.
Remain positive. Even if you don't feel positive about your employer or your current job, by remaining positive you are more likely to leave on good terms. By saying that it is “with regret” or “only after thinking hard about my options”, you should be able to leave on a positive note. • Get a reference. Your future employment options may rely on having a good reference from your boss. Unless there is an HR department which can handle future reference enquiries, ask for one in writing which you can keep.
Inform colleagues. Team mates might want to know what is going on so telling them is important. However, you should make your resignation formal before talking to them. • Resist outbursts. Telling your boss a few home truths or settling a few old scores might be tempting, but a formal resignation letter is not the place to do it.
Termination letter • A termination letter notifies an employee that he or she has been fired, lists the next steps they need to take and explains benefits or compensation they are due to receive. • Terminations letters are also called a pink slip, letter of termination, contract termination letter, letter of separation, and notice of termination of employment.
How to Write a Termination Letter: • Add the employee name, ID number, position, and department. • Add the name of manager or supervisor handling termination. • Include any severance, benefits, and compensation the employee is entitled to. • Detail any company property employee is expected to return. • Highlight any legal agreements including non-disclosure, non-compete, etc. the employee has signed. • Have your legal counsel check the letter before you send it.
Use a Termination Letter When: • It is required by state or local law. • You believe the employee is ineligible for unemployment. • You want a record of the termination in case of a lawsuit. • The termination needs to be made clear to the employee. • You want to provide information on the employee's next steps. • You want to pass along information about owed compensation and benefits.
