Voluntary resignation letter in lieu of termination letters(3 samples)

This blog post will show you samples of  “Voluntary resignation letter in lieu of termination letter”

Writing a “Voluntary resignation letter in lieu of termination letter”

Employers are sometimes forced to fire an employee who has not committed a serious violation of company policy. For example, when an employee is trying to do a good job but is not meeting company expectations. Instead of firing the employee outright, the company can choose to allow the employee to resign.

The letter helps protect the employee’s work record and also shields the organization from a wrongful termination lawsuit. When writing a “Voluntary resignation letter in lieu of termination letter,” these are some of the things that you need to keep in mind.

  • Present the offer in a clear and concise manner that leaves no room for misunderstanding. 
  • Inform the employee of the specific date his or her decision is expected and of the consequences for failing to respond in time or not at all.

Sample 1:

“Dear Linda,

Two months ago, you attended a meeting in my office for your annual employee review. During this meeting, I informed you that your work performance was not up to company standards. I told you about the company’s continuing education program that pays the tuition of employees who wish to improve their skills or to learn new skills in areas of benefit to the company. You assured me at that time that you would do everything possible to improve.You declined to take me up on the continuing education offer.

Unfortunately, your performance has not improved. Because of this, I have no option other than to end your employment with the company. At the same time, I appreciate how hard you have worked, your team spirit, and how well you get along with others. Due to these qualities, I would like to present you with the opportunity to resign from the company. By resigning, you will not have a termination on your employment record.

If you choose to resign, please submit a resignation letter to me in writing with a resignation date of March 15, 2013. If I do not receive this letter within 5 business days, I will proceed with the employment termination process. Should this happen, your last day of employment will still be March 15, 2013. Our company employment policy is at will, which means you do not have to give a reason for leaving the organization. In your resignation letter, you may simply state that you are resigning and the effective date of the resignation.

Whatever path you choose, you will receive your last paycheck on your final date of employment. This paycheck will include payment for your accrued and unused PTO days. You will be receiving a package in the mail concerning your eligibility for COBRA coverage. Please return all company property in your possession on or before your last day of employment. An HR representative will be in contact with you to discuss possible benefits as well as your options regarding your company retirement plan.

I look forward to hearing from you soon. I sincerely hope you take me up on the resignation offer. Regardless, I wish you all the best going forward.


Albert Swan

Mr. Albert Swan, CEO

Galaxy Enterprises”

Sample 2:




Via [Hand Delivery OR Certified Mail No._________]

Dear [Mr./Ms. Last Name]:

The purpose of this letter is to acknowledge receipt and acceptance of your attached written voluntary resignation while in the process of being dismissed for [misconduct/performance].    You [hand‐ delivered / emailed / mailed] your voluntary resignation letter to [name], [title] at [time].  Based upon this letter, your resignation is effective [date] at [time].

All property belonging to the State of West Virginia, which you have under your control or in your

personal possession, must be returned and delivered to the control of [name], [title], [immediately or on date of resignation].  Such property shall include, but not be limited to: keys to any State offices, access cards, and identification cards.    You are not to enter the non‐public areas of the [agency/department name] offices without prior authorization from me or an agent of my office.

In accordance with the Administrative Rule of the West Virginia Division of Personnel, W. VA. CODE R. §143‐1‐1 et seq., [agency/department name] will notify the Director of Personnel that you have resigned in lieu of being dismissed.  The notice will specify the reasons for the intended dismissal and you will be considered to have not separated in good standing.    As such, you are ineligible for reinstatement and may be disqualified from employment in the classified service.

Please contact [benefits coordinator] at [telephone number] should you have any questions concerning your retirement or insurance benefits.


 [Appropriate Signature Authority]


c: Agency Personnel File

West Virginia Division of Personnel

[OPTIONAL LANGUAGE  ‐ If the employer meets with the employee and hand delivers the letter, the employer may request that the employee verify receipt by signing the following acknowledgment typed at the bottom of the letter.]

I have received a copy and am aware of the contents of the foregoing letter

___________________________________    __________________

Employee Signature         Date

[OPTIONAL LANGUAGE ‐ If mailed via U. S. Postal Service, the following certification may be typed at the bottom of the letter.]

The undersigned certifies that the above letter / notification was mailed to [name] by first‐class and certified mail, return receipt requested, on the __________day of ____________, 20_____.


[typed name and title]”

Sample 3:

“Jessica Keiler, District Sales Manager

Company Name

City, State, Zip Code

Matthew Goodard

City, State, Zip Code

Dear Matthew,

At your semi-annual performance review, we had discussed several initiatives that you would need to undertake to improve your productivity and retain your position with Company Name. Three months later, your productivity has decreased further and I am left with no alternative but to terminate your position.

I do appreciate the energy with which you accepted your field sales position and the effort you made to get your territory’s numbers up to par. Because of your positive attitude, I am giving you the option to resign rather than be terminated. This will allow you to avoid having to put a termination on your resume and it will keep a termination out of your employment file.

If you choose to resign, please send me a resignation letter to the company address no later than September 10, 2014. If I do not receive a letter of resignation, then I will be forced to assume that you prefer to be terminated and I will take the appropriate actions.

If you have any questions, please feel free to call me at 000-000-0000 or email me at email@email.com.

Sincerely Yours,

Jessica T. Keiler

District Sales Manager

Company Name”

Frequently Asked Questions:

How do I write a reason for resignation?

You can write a reason for resignation by explaining your actual problem politely and professionally. Keep the information as brief as possible and avoid divulging too much information about your personal life. In the letter, you can also express your gratitude to the firm.

What is the best excuse to resign?

The best excuse to resign is a better opportunity since this is the most commonly used reason for resignation. You can also mention personal reasons for which there will be very few follow-up questions.

How do I resign gracefully?

You can resign gracefully by writing a polite and professional resignation letter. In this letter, you will not only give details about your last working day but also express gratitude to the organization for giving you the opportunity of working.

What should I say when I resign?

When you resign, you can express your thanks to the management. In addition to this, you can also give the actual reason for your departure from the organization in a polite and professional manner.

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