Leaving on Good Terms Starts With a Good Letter
When someone resigns, they usually ask for a document that proves they worked there. They will need it for their next application, for a loan, for a visa or simply for their records. A clear certificate issued promptly is good practice. It protects the company from disputes about dates and duties, and it helps the departing employee move on. This template is written for that moment: factual, polite and short.
The Page at a Glance
The certificate is Letter size landscape, 11 x 8.5 inches. Orange gradient corners with silver grey bevels frame the page in four slanted sections, leaving a large white centre. A square orange logo with the words COMPANY NAME sits to the right of the top centre, above the script heading Certificate of Employment and the bold orange line FOR RESIGNED EMPLOYEE.
The text says To Whom It May Concern, then that [Employee Name] was employed at [Company Name] from [Start Date] to [End Date]. During their tenure, the employee held the position of [Job Title] in the [Department Name] department. A second paragraph says the employee resigned from their position on [Date of Resignation], and that during their employment they displayed commitment and professionalism, were an asset to the company and completed all required tasks satisfactorily. The company name, address and signature line finish the page.
What Belongs in the Letter and What Does Not
- Include the full name, job title, department and exact dates.
- Include the resignation date, which may differ from the last working day.
- Keep comments about performance factual and true.
- Leave out reasons for leaving, disputes, health matters and pay.
- Do not promise a recommendation unless your company agrees.
Resignation Date and End Date Are Not the Same
The template has two date fields: End Date and Date of Resignation. The first is the last day of employment, which may come after a notice period. The second is the day the employee gave notice. Fill them in carefully, because new employers and agencies often compare them with other records.
A Gentle Check on the Praise
The second paragraph says the employee was an asset and completed all tasks satisfactorily. That is a positive statement. If it is not true in your view, edit it to a neutral line, for example “During their employment, the employee carried out the duties of the position.” Neutral wording is common and acceptable, and it avoids saying something you cannot support.
Timing and Delivery
Issue the certificate on or just after the last working day, and give it to the employee in person or by secure email. Keep a copy in the personnel file. If the employee later asks for a duplicate, update the date at the top but not the employment facts.
Corrections and Printing
Correct the label AURTHORIZED SIGNATURE to AUTHORIZED SIGNATURE and replace the sample address. The orange corners reach the page edge, so use Fit to page. Plain paper of 90 to 100 gsm is enough, and the signature should be in blue pen.
See also the temporary employees certificate and the insurance claim certificate. More are in employment certificates.
