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Whenever you resign from a job, you should give notice in writing via a formal letter. Although the document should be addressed to your immediate supervisor, you may need to send a copies to others, such as human resources or a department head. In that case, you can include a CC line at the end of the letter to indicate to the primary recipient that others have also received the letter.
Adding a CC Line
To add a CC line to your letter, simply skip a line underneath the signature line of your letter, and type CC (in capital letters) followed by a colon. After the colon, add the name of the person you are copying on the letter. If you are CC’ing more than one person, type the first person's name after the colon, and then the second name on the next line. For example:
CC: Mary Smith
Formatting the Letter
A resignation is a formal business letter, and as such, you need to follow proper business letter formatting. Choose either a block or indented style of letter; with a block-style letter, all of the elements of the letter are aligned with the left margin. With indented style, the left edge of the recipient’s address and the date are aligned with the center of the page; each paragraph is indented by a half-inch, and the signature line is aligned with the address block. In either case, the CC line is aligned with the left margin after the signature line.
Drafting the Letter
Maintain a professional tone when writing your letter. Begin with the purpose of the letter; for example, you should write, “Please accept my resignation as marketing assistant from ABC Company.” Note the date that you intend to leave, being sure to provide adequate notice in line with company policy.
Next, briefly describe your plans after leaving the company. You may or may not opt to include the name of your next employer if you have accepted another job; the circumstances of your resignation will determine how much detail you provide. End the letter by thanking your boss for the opportunity to work for her, and say something positive about your time with the company. Do not get into your reasons for leaving or use the letter to detail your grievances against your supervisor or the company. End on a positive note, as you may wish to use your supervisor as a reference in the future.
Never use company letterhead for a letter of resignation. The letter is coming from you, so use your own personal stationery. If you do not have preprinted letterhead paper, include your name and home address on the letter above the address of your company.
If you're sending multiple copies of the same letter to different people in your company, send each letter in its own envelope. Keep a copy of the letter for your own records.
An adjunct instructor at Central Maine Community College, Kristen Hamlin is also a freelance writer and editor, specializing in careers, business, education, and lifestyle topics. The author of Graduate! Everything You Need to Succeed After College (Capital Books), which covers everything from career and financial advice to furnishing your first apartment, her work has also appeared in Young Money, Lewiston Auburn Magazine, USA Today, and a variety of online outlets. She's also been quoted as a career expert in many newspapers and magazines, including Cosmopolitan and Parade. She has a B.A. in Communication from Stonehill College, and a Master of Liberal Studies in Creative Writing from the University of Denver.