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When you have decided to leave your job and pursue other career options, it can be difficult and awkward to let your employer know. One part of the process that is considered a professional courtesy is to write your employer a letter explaining that you are leaving the job and when your final day will be. You should let your employer know that you are leaving the job and why in person. But after that, the job leaving letter is given as part of the permanent record of your departure from the company.
Type the date in the top left margin of the letter. This is the date that you are giving the letter to your employer, which coincides with the date you are making it known that you will be leaving.
Add the name and title of your employer, or the manager or supervisor you will be delivering the letter to, under the date. Then, type the address of the company.
Include a professional salutation with the name of the person the letter is addressed to. The name should be the same as what you call the person on a day-to-day basis.
Tell your employer the exact date you will be leaving the company in the first paragraph.
Explain why you are leaving. Depending on your situation and what you’re comfortable sharing, this can be one sentence or an entire paragraph. For example, if you’re leaving for personal reasons, you might just explain this in one sentence. However, if you are leaving to pursue a freelance career and hope to maintain a professional relationship with your employer and the company, you will probably be comfortable explaining more.
Let the employer know how much you appreciate their contribution to your professional growth and helping you get closer to your career goals. Add some of your major achievements with the company to this paragraph, such as a special project you were asked to lead or training you received through the company. This leaves the employer with a positive feeling about your contributions.
Tell the employer that you wish the company success and hope to stay in touch in the final paragraph. Thank them again for the time you spent at the company and what you learned.
Type a closing, like “Thanks again” or “Best regards,” and then type out your name. You should leave enough spaces between the closing and your typed name to sign the letter after you print it out and have a hard copy to deliver to your employer.
J. Johnson has been completing freelance writing work since September 2009. Her work includes writing website content and small client projects. Johnson holds a degree in English from North Carolina State University.