7 Key Elements of a Voluntary Resignation Letter

7 Key Elements of a Voluntary Resignation Letter

The voluntary resignation letter is the way to formalize the end of the employment relationship by the worker. This document is presented by the employee to the person in charge of Human Resources and has a specific structure.

When the worker decides to leave the company where he works, he must present a letter of voluntary resignation. Communicating correctly, within the appropriate deadlines, and without causing any problems to the organization is very important, not only because other companies may ask for references, but because this person may end up returning to the entity in the future.

What is a voluntary resignation letter?

The voluntary resignation letter is the document in which the worker communicates to the company his resignation from the job he occupies. The employee should pass the letter to the person in charge of Human Resources or the director of the entity, and in it, he has to explain the reasons for his decision.

The presentation of this letter of resignation from work is the decision of the worker. This cannot be motivated by any external pressure.

Legal requirements of the voluntary resignation letter

The voluntary resignation letter must meet some legal requirements:
Comply with the company policy that appears in the collective agreement and that establishes the specific conditions of presentation of that voluntary resignation letter.

  • Communicate in advance the intention to leave the company, usually is 15 days’ notice.
  • The voluntary resignation letter must be submitted in writing so that the resignation is apparent without any confusion.
  • The employee must have a duplicate of the letter. A copy is for the HR department and the company records.
  • The person who receives it, usually the person in charge of HR, must sign it and give a copy to the worker.


Critical elements of a voluntary resignation letter

The resignation letter must be brief, and its wording must be precise. Also, it presents a specific structure with some key elements.

The length is approximately three or four paragraphs. The most common typeface is Times New Roman, 12 point size and with justified text. But it is not a vital element. Also, the employee should conjugate verbs in the first person of the present, and it is vitally important to pay attention to the spelling so as not to make mistakes.

1. Personal information

In the voluntary resignation letter, the personal information of the worker must appear, such as the complete name, employee code, and various contact methods: email and telephone. In addition, the date -with day, month, and year- in which the employee has written and must include the place.

2. Address to Reporting HR

The employee must write to the head of the Human Resources of the company. You must put the name of HR, Company name, and the postal address of the entity. If the specific name of the person in charge is not known, the person in charge of the department will be named.

3. Be Formal, Avoid unprofessionalism

The voluntary resignation letter is an official document. The employee must avoid colloquialisms and the person in charge should not be addressed in an unprofessional manner. No matter the trust that the employee has with any manager, the writing must be formal.

4. First paragraph – Mention the fact and reason for resignation

The first two lines of the resignation letter should be brief and concise. In a couple of lines, at most, explain the fact of resignation and the last day at work mentioning the exact date on which the employee will stop working in the organization. If the employee wants to explain or cite a reason briefly, it is also done in this first paragraph.

5. Second paragraph – Thanksgiving

The employee has already informed the company about the desire to leave the job and the exact date. Now, Employee must thank to company management and all employees for the support shown during all the years s/he has been there.

6. Third paragraph – Transition and Work handover

In the third and last paragraph, the employee should mention that s/he makes himself available to the company during the notice period for a smooth transition. S/He will continue to take part in long term tasks. An employee can also mention that the company should start the search for the new candidate who will occupy his position and available to train him in the first days.

7. Farewell and signature

The voluntary resignation letter will be closed with a short and concise phrase. Finally, the worker’s signature and full name will appear. When the employee delivers the letter, the employee will ask the person in charge of Human Resources for a copy signed by him and also mention that s/he available for an exit interview. The employee should provide within the notice period provided by company bye-laws.


Resignation from a job won’t be a smooth process for any employee. Especially when HR tries to stop the employee from leaving, it becomes difficult to quit. However, the employee must stand by their decisions. There were a few steps in drafting the resignation letter for any employee. Following this, any employee can create a resignation letter without any issues.

Leave a Reply

Your email address will not be published. Required fields are marked *