How to write a quit letter

What is a quit letter?

A quit letter is an electronic mail or written file that officially informs your employer that you are exiting your position. A resignation letter is often necessary for all departing workers so that the business has it for their documentation, but even if it isn't, it's still great quitting decorum to submit one before leaving. It may never, take the place of a face-to-face conversation. However, if email-only resignations are a corporate strategy or you are in an unexpected or immediate scenario that makes quitting in person difficult. Your preferred option is to have the discussion initially, followed by the official quit letter. Your quit letter must be emailed or delivered to your immediate supervisor, and also send a copy to your HR manager.

What to include in a quit letter

Resignation letters aren't too lengthy, but they must not be one sentence long. The letter must state that you're exiting, provide short reasoning of why you are quitting, specify when your final day in the workplace will be, assist to make the transfer as seamless as possible, and show appreciation for the time spent at the organization. You don't have to be insincere and say stuff you don't imply, but in this scenario, you can discover anything to say. 

Things to avoid adding in a quit letter 

It is not the moment to vent your complaints or say anything that'll come back to haunt you. Perhaps if you have legitimate concerns about your manager, workmates, remuneration, or experience at the corporation, don't talk badly about them. Know that this is an official record of your leaving that will likely remain in your business's documents for a long time, potentially affecting your chances of obtaining a recommendation letter or referral in the upcoming years. It isn't a great idea to brag about your latest job in this document, even if it's your ideal job or will support you pay bills more quickly. Don't say something which indicates the firm you're leaving is better or gives more salary than the one you're leaving, as a comparison isn't a nice look.

Tips for writing a quit letter

Here are some simple steps to compiling your quit letter;

Include a subject line

Not writing the subject line of an email is a common blunder. This does not have to be complex. In a subject line, 'Your Name - Resignation' will suffice. If your quit letter is not in email format, provide the current date on the top left corner of the document.

Address your manager officially

'Dear Mr./Ms. manager's surname' is the common salutation for a letter such as this. That's best practice here except if you have a manager who emphasizes being addressed by their initial name, which you have always done, and anyway, I'd maintain it structured here to be secure.

Begin with a strong statement

The initial sentence of your letter must state unequivocally that you are resigning formally. Disclose this information and move on. 

Explain concisely why you're quitting

This section is voluntary, and it doesn't hurt to provide some specifics if you have a valid reason. Be truthful, but don't feel obligated to give a lengthy, drawn-out clarification. It can be anything from 'I'm looking for other possibilities' to 'I've decided to change careers; to 'I am migrating out of state to be near family. However, if your best explanation for resigning is because you despise your manager or find your job monotonous, it is wise to leave this section out.

Set a specific final day

Don't keep anybody speculating about when you'll be leaving the office. Remember you have already determined this date—ideally, two weeks' notice in advance—in cooperation with your manager, or that you have informed them, in in-person. Then, restate it in your quit letter so that it is in written form and there is no confusion.

If assistance is required, offer to support

It's a good option to go above and beyond for your team and corporation. It can be as easy as suggesting, "Kindly let me know if do anything for you or as thorough as outlining precisely what you'll be doing to smooth the process, such as hiring and training and training. And don't make false promises if you're not willing to follow through.

Thank the supervisor/manager

Regardless of how much you resented your occupation or your workmates, you had a stable salary and the possibility of progress and learning. The only moment you may leave this out will be if the workplace environment was highly harmful, otherwise appreciate your supervisor for your time there. Another thing to consider: If you like your fellow employees enough to remain in touch with them, or if you would like to keep a positive relationship with them for prospective links, submit them a different email with equivalent details describing why you're exiting, praising them for cooperating with you, and tell them exactly how they can reach you when you have quit the job.

Key points

• Provide proper notice. If your employment agreement does not state or else, two weeks' notice is normal.
• Maintain a formal attitude. Write a quit letter and consider leaving on the better possible terms.
• Don't give out too many details. You don't have to go into extensive information about why you're leaving.
• Do not inform work colleagues of your intention to resign before informing your manager.
• Don't resign by email or phone. Your professional behavior will be appreciated by your company.
• Writing a quit letter. Even if you despise your job, say nice things about it.