Internship programs provide students and recent graduates with invaluable work experience and skill-building opportunities. However, despite the benefits of internships, some individuals may need to end their internship before the designated date due to getting a job offer or having to join the academic program sooner than expected. Notifying the employer of the decision through a letter is a polite and professional way for an intern to exit an organization.
This article will help you understand how to approach resignation letters in the context of an internship program and how to leave an organization professionally and respectfully. Sample letters and free pre-made templates will also be provided for your ease.
What is a Resignation Letter for an Internship?
It is a formal document to announce and confirm the decision to leave employment or an internship position before the intended date. Normally, this letter is presented to the employer or human resource management.
If you are working as an intern, notifying your employer of your decision to leave through a formal letter is crucial as it portrays professionalism and respect towards your employer. Furthermore, it helps you to maintain a good and healthy relationship with your employer; this may be advantageous for your professional network and provide you with a recommendation in the future.Â
note
If you include the internship in your resume, the previous employer might be contacted by prospective employers as they conduct a background check.
Reasons for Using a Resignation Letter
Although an internship is a good opportunity, you might have reasons to resign from your position before the intended date.
Here are some of the reasons that may cause you to write and send the letter:
Lack of learning opportunities
Interns often seek valuable learning experiences and professional growth. If they feel that the internship does not provide adequate opportunities to learn and develop new skills, they may decide to resign.
Personal reasons
Sometimes, interns may need to resign due to personal circumstances such as health issues, family emergencies, or unexpected changes in their personal lives that prevent them from continuing the internship. However, you do not need to mention the reasons explicitly in your letter.
Dissatisfaction with supervision or mentorship
If the intern feels that they are not receiving adequate guidance, mentorship, or feedback from their supervisor or mentors, it can hinder their learning and professional development, prompting them to resign.
Work-life balance
It is important to maintain a balance between work and personal life. Therefore, if you cannot manage the responsibilities of the program, you might get overwhelmed and decide to end the internship program prematurely.
Unsafe or unsupportive work environment
An intern may choose to resign if they face a toxic or unsupportive work environment, such as harassment, discrimination, or disrespectful behavior from colleagues or supervisors.
Resumption of academic programs
If your internship is part of your academic program, you will need to return to school if the academic session starts sooner than intended. Overwhelming academic workloads or schedule clashes may also lead to the decision to resign.
Due to a medical condition
Any unexpected medical situation can cause you to cease your work as an intern. An accident or a sudden illness can prevent you from continuing your internship program and be a reason for quitting the position.
Better opportunity
If interns receive a more promising opportunity, such as a job offer or another internship that better aligns with their career aspirations, they may opt to resign from their current internship.
Financial considerations
If the internship is unpaid and the intern is unable to sustain themselves financially during the internship period, they may choose to resign and seek a paid opportunity.
How to Format an Internship Resignation Letter
Before writing your letter, you must understand its format to ensure you prepare a formal and detailed one. Start by creating a personal business letterhead. Then, briefly list all the information you intend to include in the letter.
Ensure that you have all the details that should be included in your letter. This may include your contact details, information about the internship position, and details about your experience during the tenure. Always have a copy for you, your manager, and the HR department.
Below is a step-by-step guide with examples to assist you in writing an effective letter to resign from your internship position:
Step 1: GreetingsÂ
This letter is an official document and should adhere to the required formal format. That means that you should include proper greetings or salutations to address the recipient
EXAMPLE
Dear [Mr. /Mrs. /Ms. (Last name)]
Dear Mr. Richards or Dear Ms. Angel
tip
If you are emailing this document, ensure that you include a subject line (Your name—Resignation). Also, include your contact details after the signatures and not in the header.
Step 2: Opening paragraph
The opening paragraph of a letter, including the letter, typically serves to introduce the purpose of the letter and establish a polite and professional tone. It is usually brief and concise, providing an initial statement of your intention to resign and expressing gratitude or appreciation. Clearly mention the date of leaving the position. By doing this, you can get the employer to consider this document your final notice.
EXAMPLE
I hope this letter finds you well. I am writing to inform you of my decision to resign from my internship position at ABC Company, effective April 1, 2023. It has been an honor and a valuable learning experience to be a part of the ABC Company team, and I would like to express my sincere gratitude for the opportunities and support I have received during my time here.Â
Step 3: Body paragraphs
In the body paragraphs of the letter, clearly state the reason for your decision to resign from the internship. This could be due to personal circumstances, academic commitments, or the pursuit of other career opportunities. Be concise and professional in explaining your rationale. Express your gratitude for the internship experience and the opportunities it provided. Highlight specific skills you have developed, projects you have worked on, or mentors who have guided you. Acknowledge the valuable lessons you have learned and how they have contributed to your professional growth.
Assure your supervisor that you are committed to facilitating a smooth transition. Express your willingness to support the team during this transition period to ensure minimal disruption to ongoing projects.
EXAMPLE
I have carefully considered my future career path and personal aspirations, leading me to the difficult decision of resigning from my internship position. While the experience at [company name] has been exceptional, I have recently been presented with a unique opportunity that aligns more closely with my long-term goals. After much contemplation, I have decided to pursue this opportunity, as it will provide me with further professional growth and development in my chosen field. I want to emphasize that this decision was not made lightly, and I deeply appreciate the guidance and mentorship I have received from you and the entire team.
tip
Always thank your colleagues and your employer for the work experience, support, and guidance they provided during your internship.
Step 4: Closing paragraph
In the closing paragraph, you should include your final thoughts and best wishes for the letter’s recipient. If you have any questions or requests, you can include them in this section of the letter. This is because the format focuses on first informing the recipient of your intentions before including other details.
EXAMPLE
I would also like to share my resignation plans with my colleagues to prepare them and thank them for their guidance and contribution. I wish you all the best, and once again, thank you for this amazing opportunity.
Step 5: Write your full nameÂ
End your letter by writing your full name. Ensure that you first include a complimentary closing, write your name, and then include your signature.
EXAMPLE
Sincerely,
[Full name]
[Signature]
tip
You can review some samples and examples of this letter online to learn how to apply this guide when writing it. A template is also another excellent tool you can use when writing a letter. It will save time, offer an effective structure, and make your work easier. You can access the free downloadable templates that have been provided on our website for your convenience.
Free Templates
Given below are internship resignation letter templates:
Internship Resignation Letter SamplesÂ
For those facing the prospect of resigning from an internship, this section offers a collection of formal resignation letter samples tailored to different scenarios.
Sample 1 Resignation Due to Accepting a Job Offer
Dear Mr. Thompson,
I am writing to formally resign from my internship position at Orion Technologies, effective two weeks from today, March 15, 20XX. This decision was not easy, but I have accepted a full-time job offer as a Junior Software Developer at Quantum Solutions, which aligns closely with my career goals in software engineering.
During my time at Orion Technologies, I have gained invaluable experience and skills that have prepared me for this next step in my career. I am especially grateful for the support and guidance provided by you and my mentor, Ms. Emily Foster. The projects I worked on, particularly the development of the mobile application for our client, GreenTech Innovations, have been instrumental in shaping my professional abilities.
I assure you that I will dedicate my remaining time to ensure a smooth transition. I will complete my current tasks to the best of my ability and assist in finding and training my replacement if needed. I hope to leave on a positive note, maintaining the professional relationships I have built here.
Thank you once again for the opportunity to intern at Orion Technologies. I hope to keep in touch and perhaps cross paths professionally in the future.
Sincerely,
Maria Smith
Sample 2: Resignation Due to Conflict with Academic Session
Dear Dr. Harris,
I regret to inform you that I must resign from my internship position at the Historical Research Institute, effective April 10, 20XX. After careful consideration, I have realized that the demands of my upcoming academic semester at State University will significantly conflict with the internship schedule, making it challenging to maintain the level of commitment required.
My experience at the Institute has been incredibly rewarding. Working on the “Voices from the Past” project has not only enhanced my research skills but also deepened my appreciation for historical preservation. I am particularly thankful for your mentorship and the insights shared by our team leader, Mr. Leonard Grant.
I am committed to ensuring that my departure does not disrupt the project. Over the next few weeks, I will organize my research findings and hand over all relevant documents to Ms. Rachel Simmons, who has agreed to oversee my responsibilities. Additionally, I am available for any training sessions that may be required to bring my replacement up to speed.
I am grateful for the understanding and support provided by the Institute. This internship has been a pivotal part of my academic and professional journey, and I hope to reapply for a position here once my academic commitments allow.
Best regards,
James Henry
Sample 3: Resignation for Personal Reasons
Dear Ms. Bennett,
I am writing to inform you of my decision to resign from my internship at Bright Futures Marketing Agency, effective May 5, 20XX. Due to unforeseen personal reasons, I find myself unable to continue fulfilling the responsibilities of my position effectively.
My time at Bright Futures has been immensely beneficial. Working on the social media campaign for Luxe Cosmetics has taught me valuable skills in digital marketing and brand management. I am particularly grateful for the guidance provided by my supervisor, Mr. Derek Yu, and the entire creative team.
I understand that my sudden departure might cause inconvenience. To minimize any disruption, I will complete my current assignments and prepare a detailed handover document for my successor. I am also willing to participate in the transition process remotely if that would be helpful.
I deeply appreciate the opportunity and the experiences I have gained during my internship. I regret that I cannot continue and hope to stay connected with the team and the agency.
Thank you for your understanding and support during this challenging time.
Sincerely,
Alexander Reynolds
Sample 4: Resignation Due to Relocation
Dear Professor Langley,
It is with regret that I must resign from my internship position at the Environmental Research Center, effective June 30, 20XX. My family is relocating to another state, and it will not be feasible for me to continue my internship remotely.
My experience at the Center has been nothing short of transformative. Leading the water quality analysis project in Riverdale County has provided me with hands-on experience and a deeper understanding of environmental challenges. I am particularly thankful for the mentorship provided by you and our project coordinator, Ms. Anita Gomez.
To ensure a smooth transition, I will complete all pending tasks and assist in training my replacement. I will also document my work on the Riverdale project to provide a comprehensive guide for the next intern.
I am grateful for the opportunity to contribute to meaningful environmental research and for the professional growth I have experienced here. Although I am sad to leave, I hope to apply the knowledge and skills I have acquired in my future endeavors.
Warm regards,
Mia Roberts
Analysis
The provided sample internship resignation letters are useful templates for anyone needing to write a similar letter, as they effectively demonstrate key aspects essential in such correspondence. Each letter maintains a formal and respectful tone, which is crucial for maintaining professional relationships and leaving a positive impression.
The structure is clear and organized, consisting of four distinct paragraphs that guide the flow of information. The first paragraph in each letter straightforwardly states the purpose—the resignation, and the effective date, providing clarity from the outset. The second paragraph expresses gratitude and highlights specific experiences or skills gained during the internship, which is important for acknowledging the opportunity and the benefits derived from it. This part of the letter shows professionalism and appreciation, which can be vital for future networking or references.
The third paragraph addresses the transition, illustrating the writer’s responsibility and consideration for the organization’s needs. This includes completing pending tasks, assisting in the handover process, or training a replacement. Such details exhibit a sense of duty and care for the smooth continuation of work, reflecting well on the intern. Finally, the concluding paragraph reiterates thanks and leaves open the possibility of future interactions. This fosters goodwill and keeps the door open for future opportunities or connections.
Overall, these letters are effective examples of how to communicate resignation from an internship professionally and courteously, while ensuring all necessary details are conveyed clearly and concisely.
Consequences of Not Writing a Resignation Letter
If you fail to write the letter when leaving the internship position before the agreed time, there are several consequences that you might face:
Impact on recommendation
If you leave abruptly without properly notifying the employer, you will likely miss the opportunity to receive a valuable reference from your employer. When applying for future opportunities, employers may request references from your previous internships. Failing to provide the letter may make it challenging for your supervisor to provide a positive and complete reference, as it creates ambiguity about the circumstances of your departure.
Financial implications
Without the final notice to your employer, you will not receive your salary or any other pending benefits. This means you will experience financial implications for leaving abruptly without your final salary.
Legal issues
An internship involves a legally binding contract that requires you to work until the agreed-upon date or until you are legally terminated. That means terminating your contract without proper notice might be considered a breach of the agreement, leading to legal disputes or even lawsuits.
Professional reputation
You will likely damage your professional reputation by resigning without proper notice. Your employer and colleagues will perceive you as unprofessional and unreliable. It may create a negative impression of you as someone who does not take responsibilities seriously.
Key Takeaways
- Even though it is an internship program, you should provide the final notice of your departure using a resignation letter.
- Ensure that you maintain a professional tone and remain respectful in your communication even if your reason for leaving is negative.
- Apart from highlighting your intention to resign, mention your departure date, the reason for resigning, and the transition details. Also, thank your employer for the experience and skills that you gained.
- You can use samples and templates as guides when writing your letter.
- It is important to keep in mind that a well-written letter will assist you in keeping good ties with the business contacts you made during your internship.
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