I received an email in response to yesterday’s article The importance of leaving a job (you hate) gracefully, regarding resignation letters, and the format they should take, and since I’ve written “one or two” before, I thought I’d write a post on the topic.

This is a subject that causes a lot of confusion, but in reality resignation letters are actually far more straightforward than many people believe.

We’ve probably all heard about the very grandiose resignation letters people like politicians (or very senior company executives) write when they leave a post, and they often do this because they are trying to make a point, or clarify the exact reasons for their decision.

Being politicians they are probably also trying to take a shot at an adversary or two at the same time, since the eyes of the media are on them, and they have everyone’s attention. Well, that’s politics for you.

For the rest of us however something a little less complicated will suffice. In fact you may be surprised just how simple the wording of resignation letter can be. Really all we are doing is advising our employer that we are leaving our job and the date that this is happening.

Here is an example you could use in just about any situation. No emotionally charged speeches or filibusters here!

See what I mean when I say simple and straightforward? As I say, this is all that is really necessary in a resignation letter.

There is no need to list or offer any reasons why, since these will probably come to light during the discussion after you resign, or at the time of your exit interview.

In many cases resignations are not surprises, but merely formalities, and chances are you’ve probably already discussed your intentions with your employer, and they already understand, or know, why you are leaving.

If however you do feel the above example is a little too short, or “to the point”, you could also insert a paragraph like this, particularly if you have worked closely with the person you are addressing the letter to.

As I said a resignation letter is really only a formality, and simply confirms your intentions in writing, and as such it is not necessary to be verbose, or attempt to justify your decision in any way.

And while a formality, resignation letters do not need to be overly formal. In my example, you will notice I have addressed the manager by first name. It is quite acceptable to address the person you are writing your letter to in the way you usually do.

There is no requirement to address someone by honorific (that is Mr, Mrs, or Ms, or title, such as Doctor) just because you are writing a resignation letter, unless of course you usually refer to them that way.