Are you currently an intern and find yourself needing to resign from your position? Writing a professional resignation letter is an important step in leaving on good terms and maintaining a positive relationship with your employer. In this article, we’ll provide a comprehensive guide on how to write an internship resignation letter, including what to include, what to avoid, and how to format it properly. We’ll also provide samples of resignation letters that you can use as a reference.
- What To Include in an Internship Resignation Letter
- What Not to Include in Your Internship Resignation Letter
- How To Format an Internship Resignation Letter
- Internship Resignation Letter Samples
- Key Takeaways
- Frequently Asked Questions:
- 1. Can I resign from my internship via email?
- 2. Should I give a reason for resigning in my internship resignation letter?
- 3. How much notice should I give when resigning from an internship?
- 4. Can I use a template for my internship resignation letter?
- 5. Is it necessary to send a physical copy of the resignation letter?
- Conclusion
What To Include in an Internship Resignation Letter
When writing an internship resignation letter, it’s essential to include certain key elements to ensure clarity and professionalism. Here are the essential components to include:
- Date: Start your resignation letter by including the date of writing.
- Recipient’s Information: Include the employer’s or supervisor’s name, their job title, and the name of the organization.
- Salutation: Begin your letter with a formal salutation, such as “Dear [Employer’s Name].”
- Statement of Resignation: Clearly state that you are resigning from your internship position and provide the effective date of resignation. Be concise and direct in this section.
- Gratitude: Express your appreciation for the opportunities and experiences gained during your internship. Highlight specific skills or knowledge you acquired.
- Smooth Transition: Offer to assist with the transition process by providing training or documentation to ensure a smooth handover to a new intern.
- Contact Information: Include your updated contact information so that your employer can reach you if needed.
- Closing: Use a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and signature.
What Not to Include in Your Internship Resignation Letter
While it’s important to include certain elements in your internship resignation letter, there are also things you should avoid. Here’s a list of what not to include:
- Negativity: Avoid expressing negative feelings, complaints, or criticisms in your resignation letter. It’s essential to maintain a positive and professional tone throughout.
- Indefinite Reasons: Don’t leave your employer guessing about your reasons for resigning. Be clear and specific, but keep the details concise.
- Excessive Apologies: Although it’s appropriate to express gratitude, avoid excessively apologizing or feeling guilty for resigning. Keep the tone positive and confident.
- Personal Issues: Your resignation letter is not the place to discuss personal issues or conflicts. Keep the focus on your professional growth and future career.
- Unprofessional Language: Ensure your letter is free from slang, informal language, or grammatical errors. Proofread your letter for clarity and professionalism.
How To Format an Internship Resignation Letter
Formatting your internship resignation letter in a professional manner is essential. Follow these guidelines for a well-structured resignation letter:
- Use a formal letterhead: Include your name, address, phone number, and email address at the top of your letter.
- Maintain a professional font: Use a standard font like Arial, Calibri, or Times New Roman in 10-12 point size.
- Stick to a traditional business letter format: Use a left-aligned, single-spaced format with one-inch margins. Include a subject line if desired.
- Use clear and concise paragraphs: Separate your letter into paragraphs to ensure readability. Keep each paragraph focused and to the point.
- Proofread and edit: Double-check your letter for any spelling or grammatical errors. Ensure your sentences are well-structured and coherent.
Internship Resignation Letter Samples
To give you a better idea of how to structure your internship resignation letter, here are two sample letters – one in a printed format and the other via email:
Printed Resignation Letter Sample
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
Subject: Internship Resignation Letter
I am writing to formally resign from my internship position at [Company Name], effective [Resignation Date]. I have thoroughly enjoyed my time as an intern at your organization and I am grateful for the valuable experiences and skills I have gained during my tenure.
I would like to express my deepest appreciation for the guidance and support provided by you and the entire team. The opportunities I received throughout this internship have been instrumental in shaping my professional development. I am confident that the skills and knowledge I acquired will greatly benefit me in my future career endeavors.
I am more than willing to assist with the smooth transition of my responsibilities. Please let me know how I can be of assistance, whether it involves training my replacement or providing any necessary documentation. I want to ensure a seamless handover to the next intern.
I would like to take this opportunity to thank you once again for the incredible opportunity to be a part of the team at [Company Name]. The experience has exceeded my expectations, and I am truly grateful for the support and guidance I have received during my time here.
Should you need to contact me after my departure, please feel free to reach me at [Phone Number] or [Email Address]. I would be happy to answer any questions or provide any further assistance needed.
Thank you for your understanding, and I wish you and the entire team continued success in the future.
Sincerely,
[Your Name]
Email Resignation Letter Example
Subject: Internship Resignation – [Your Name]
Dear [Recipient’s Name],
I hope this email finds you well. I am writing to inform you of my decision to resign from my internship position at [Company Name], effective [Resignation Date].
I would like to express my deepest gratitude for the opportunities and experiences I have gained during my time as an intern with your organization. The skills and knowledge I have acquired will undoubtedly contribute to my future professional growth.
I want to ensure a smooth transition, and I am more than willing to assist in any way possible. Whether it involves training my replacement or preparing any necessary documentation, I am committed to ensuring a seamless handover.
I would like to take this opportunity to thank you wholeheartedly for your guidance and support throughout my internship. It has been a privilege to be a part of [Company Name], and I will always value the valuable lessons learned and connections made.
Should you need to contact me after my departure, please feel free to reach me at [Phone Number] or [Email Address]. I am available to answer any questions or provide further assistance if needed.
Thank you for your understanding, and I wish you and the entire team all the best in the future.
Best regards,
[Your Name]
Key Takeaways
Writing an internship resignation letter can be a straightforward process when you follow a few key guidelines. Remember to include the essential elements, avoid including sensitive or unprofessional information, and format your letter in a professional manner. Express gratitude for the opportunity and offer to assist with the transition to leave on a positive note.
Frequently Asked Questions:
1. Can I resign from my internship via email?
Yes, it is acceptable to submit your internship resignation via email. Ensure that your email maintains a professional tone and includes all the necessary components of a resignation letter, such as a clear statement of resignation, effective date, gratitude, and contact information.
2. Should I give a reason for resigning in my internship resignation letter?
While it is not mandatory to provide a detailed reason for your resignation, it is courteous to mention that you are resigning for personal or professional reasons. Keep the explanation concise and focus on expressing gratitude and offering assistance during the transition period.
3. How much notice should I give when resigning from an internship?
Typically, a two-week notice period is appropriate when resigning from an internship. However, read through your internship contract and consider any specific guidelines or agreements regarding the notice period to ensure a smooth departure.
4. Can I use a template for my internship resignation letter?
Using a template as a reference for structuring your internship resignation letter is acceptable. However, it is essential to personalize the content and make sure it reflects your unique experiences and appreciation for the internship opportunity. Avoid copying an entire template verbatim.
5. Is it necessary to send a physical copy of the resignation letter?
In most cases, sending a physical copy of the resignation letter is not necessary. However, if you have established a close working relationship with your supervisor or the company culture values physical documentation, it may be a good idea to send a printed version via mail or hand-deliver it.
Conclusion
Writing a professional internship resignation letter is a crucial step towards leaving your internship position on good terms. By following the guidelines provided in this article and utilizing the sample letters as a reference, you can confidently resign from your internship with grace and professionalism. Remember to express appreciation, offer assistance, and maintain a positive tone throughout the letter.
