The letter of resignation (letter of dismissal) or to terminate the implementation of job responsibilities (termination of employment letter) — the form of an official document which informs the employee of the termination of the causes and further instructions related to the termination of service. The letter states the reason for dismissal (reason for firing), disciplinary measures (disciplinary measures), which were taken immediately prior to dismissal and did not contribute to solving the problem (solve the problem), and information about how to obtain severance pay (severance package), and the last salary (final paycheck ).
The structure of the letter
- The names and addresses (Names and addresses) employee and the employer (employer and employee).
Name of the company
Address of the company *
Mr. / Mrs. First, Last Name
Employee’s position (the position of the employee)
- Introduction (Introduction) — a message the reasons for dismissal (transfer requirements or obligations, failure of which led to the dismissal).
Dear Mr. / Mrs …,
Phrases that can be used with:
Phrase in English Estimated value of the phrase It has been noticed that despite our written advice and various oral warnings, you did not show any improvement in your performance. It was noted that, despite all the advice written and oral warnings, you do not show an improvement in the efficiency of your work. We have observed that there has not been an acceptable improvement in your work as well as behaviour. We observed that there was no corresponding improvement in work or in behavior. Unfortunately, even after the counselling and ample time to learn and improve yourself, there has been no change in your performance. Unfortunately, even after consultation and after sufficient time for learning and improvement has been no change in the efficiency of your work. Disciplinary measures and warnings were given but we have observed that there were no improvements. Disciplinary measures were taken and warnings, but no improvement was observed.
- The main part (Main Body) follows as a conclusion after these reasons. This has a direct message about the fact of dismissal and informed about further actions (getting the last salary, renting equipment operating / key release dates workplace).
Several sustained phrases that are used to report the fact of the dismissal:
Phrase in English Estimated value of the phrase We regret to inform you that your employment with (Name of the company) shall be terminated on September the 9th, 2013. We regret to inform you of the termination of your work (Company name) from September 9, 2013. The letter confirms our decision that your employment with (Name of the company) is terminated effective immediately. This letter confirms our decision on the fact that your time in the company (Company) has officially stopped immediately. We are sorry to inform that your service with (Name of the company) has been terminated, effective from September the 9th, 2013. We regret to inform you that your work in the company (Company Name) is over, the decision shall enter into force on 9 September 2013. I am therefore — writing to confirm the decision that you will be dismissed, and therefore your last day of service with the company will be the 9th of September, 2013. This letter confirms the decision about your dismissal, and that your last day of work in the company — November 9, 2013.
The following phrases and expressions used in informing further action dismissed employee:
Phrase in English Estimated value of the phrase We would like to receive your security swipe card, your office key, and the company owned laptop and cell phone at the termination meeting. We would like to pick up your security card, the key to the office, a laptop and a mobile phone belonging to the company, at a farewell meeting. Please return all company property to the security office including your employee access badge. The HR Department will provide you with all the information which includes details on a severance package and your final paycheck. Please return all the property of the Department of the security services, including employee access badge. Department staff will provide you with all the information, including details of receiving severance pay and final salary. Please arrange the return of all company documents and property. Our HR manager can assist you. Please arrange for the return of all documents and assets of the company. Our HR manager can help you with this. You have the right to appeal against this decision within seven days of receiving this letter of dismissal, in writing, giving your reasons. You have the right to appeal the decision in writing, stating the reasons for the appeal within seven days after receipt of the letter of resignation.
- The final part (Conclusion) — thanks for your cooperation and wish all the best.
Useful phrases that can be used:
Phrase in English Estimated value of the phrase Thank you for your association with us. We wish you good luck for your future endeavors. Thank you for your cooperation. We wish you good luck in your future endeavors. Wishing you the very best of success in your future endeavors. We wish you the best of success in your future endeavors. Thank you for your time in our company and best of luck to you in the future. Thank you for a job in our company and wish you success in the future.
- Signatures (Signatures)
The letter indicates the signature, for example:
Respectfully (Sincerely), Name of employer
Yours sincerely (Sincerely)
* Pay attention to the writing of the address in English:
House (Bld) — Street (Street) — Apartment / Office (Ap / Office) — City (City) — Region / State / Province (Region / State / Oblast) — Country (Country) — Zip (Zip-code)
There are times when the employee is dismissed at his own request (voluntary resignation), and he must inform the company. Such a letter should be simple and concise. The structure of the letter is the same as above. The main part of the report the facts of resignations. The following phrases may be helpful:
|Phrase in English||Estimated value of the phrase|
|I would like to inform you that I am resigning from my position of Sales Manager at your company, effective September 9, 2013.||I would like to inform you that I quit from the post of sales manager in your company with the Sept. 9, 2013.|
|This is my official notification that I am resigning from the position of Sales Manager at your company.||This is my official notice that I quit from the post of sales manager in your company.|
In the final part of employees by the employer for joint cooperation.
|Phrase in English||Estimated value of the phrase|
|Thank you for opportunities that you have provided me with during years of our cooperation.||Thank you for the opportunities provided for the years of our cooperation.|
|Thank you for professional and personal development. I have enjoyed being part of your team.||Thank you for your professional and personal growth. It was a pleasure to work with you as a team.|
Examples of resignation letters in the English language, you can view here:
Examples of employee severance letters on their own can be viewed here: