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How to write a resignation letter

How to Write a Resignation Letter (with Samples)

Last Updated on February 13, 2024 by Career Reload Team

Writing a resignation letter is a critical task that requires careful consideration and professionalism. Whether you have found a better opportunity, need a career change, or are pursuing personal goals, resigning from your current job should be handled with grace and respect. A well-crafted resignation letter not only ensures a smooth exit but also leaves a positive impression on your soon-to-be former employer and colleagues. In this article, we will guide you through the process of writing an effective resignation letter, including what to include and what to avoid.


Resignation letter templates

Below are three resignation letter examples to serve as a reference and guide for crafting your own professional and courteous letter when resigning from your current position. These examples showcase different styles and approaches to help you convey your decision to leave with gratitude and respect while maintaining a positive tone. Remember to personalize the letters according to your specific situation and company culture for a successful and amicable departure.

Example 1

Resignation letter template

Download this resignation letter

Your Name
Email | Phone | City, State

Today’s Date

To:
Company Name
123 Some Street
New York, NY 33407

Dear [Supervisor’s Name],

Please accept this letter as my formal resignation from my position as [Position Name] at [Company Name], effective two weeks from today’s date, [Current Date].

I appreciate the opportunities for growth and development you have provided during my tenure. Thank you for your guidance and support.

Please let me know how I can be of help during the transition period. I wish you and the company the very best going forward.

Sincerely,
Your Name

Example 2:

Resignation letter

Download this template

Your Name
Email | Phone | City, State

Today’s Date

To:
Supervisor’s Name
Company Name
Address
City, State, ZIP

Dear [Supervisor’s Name],

I hope this letter finds you well. It is with a mixture of gratitude and excitement that I write to formally tender my resignation from my current position as [Position Name] at [Company Name]. My last day of work will be [Last Day], providing a notice period of two weeks as per the company policy.

I am sincerely grateful for the opportunities for professional growth and development that I have been provided during my time with [Company Name]. The support and encouragement from you and the entire team have been invaluable, and I will cherish the experiences I gained here.

As I prepare to embark on a new chapter in my career, I am committed to ensuring a smooth handover of my responsibilities. I am more than willing to collaborate with my colleagues and assist in training my replacement or any other tasks necessary for a seamless transition.

Please feel free to reach out to me for any questions or guidance during this period. I want to express my heartfelt thanks to you and the entire team for making my time at [Company Name] truly remarkable.

I wish [Company Name] continued success and growth in the future. Thank you once again for everything.

Sincerely,
Your Name

You might also be interested in these examples:

What to include

A well-structured resignation letter must convey your decision to leave the company while maintaining a sense of gratitude and professionalism. Here are the essential elements to include in your resignation letter:

Your resignation and last day

Begin your resignation letter by addressing your immediate supervisor or the appropriate person in a formal and respectful manner. Clearly state that you are resigning from your current position and provide the last day you intend to work. The standard notice period is typically two weeks, but be sure to review your employment contract or company policy for specific guidelines on the notice period.

Mentioning your last day explicitly in the letter helps your employer plan for your departure and ensures a smooth transition. It also demonstrates your commitment to fulfilling your responsibilities until your departure date.

The thank you

Expressing gratitude is a crucial aspect of a resignation letter. Thank your employer for the opportunities, experiences, and support provided during your tenure with the company. Show appreciation for the skills you’ve acquired and the professional growth you’ve experienced, as this positive sentiment leaves a lasting impression.

Avoid focusing solely on negative aspects or reasons for your departure. Instead, concentrate on the positive impact the company has had on your career journey. A gracious tone fosters goodwill and maintains professional relationships with your colleagues and superiors.

The handoff

In this section, outline your commitment to ensuring a smooth transition of your responsibilities. Offer your assistance in training your replacement or transitioning your tasks to other team members. Mention any ongoing projects you are currently handling and propose a plan for their continuity.

By demonstrating a proactive approach to the handoff process, you leave a lasting impression of professionalism and dedication to your team and the company as a whole. This step is crucial in maintaining positive relationships and preventing any disruptions in the workflow after your departure.

What not to include

While knowing what to include is vital, understanding what not to include is equally important. Avoid these common pitfalls when drafting your resignation letter:

Details about why you’re leaving

Your resignation letter is not the platform to delve into the specific reasons behind your decision to leave the company. Personal or sensitive details should be reserved for private discussions with your immediate supervisor or during exit interviews with the Human Resources department. Instead, maintain a professional tone and focus on expressing your decision to resign and your willingness to assist in the transition.

Details about where you’re going

Refrain from disclosing excessive information about your new job or employer in your resignation letter. While it may be exciting to share your future plans, providing specific details about your new workplace can be perceived as unprofessional and may compromise your current employer’s confidentiality. Respect the privacy of your new employer and colleagues by keeping such information private.

Complaints about the company, its employees, or its practices

Avoid the temptation to use your resignation letter as an opportunity to air grievances or complaints about the company, your colleagues, or management. Criticizing the organization or its practices in your resignation letter can leave a negative impression and potentially harm your professional relationships. If you have concerns, address them constructively with the appropriate channels, but maintain a positive and respectful tone in your resignation letter.

Step-by-step instructions on how to cover your job duties in your absence

While it’s admirable to offer assistance during the transition period, providing detailed instructions on how to cover your job duties is not appropriate in your resignation letter. This level of specificity should be discussed directly with your supervisor or designated team members during the handoff process. Instead, indicate your willingness to cooperate during the transition and highlight your commitment to ensuring a smooth transfer of responsibilities.

Negative remarks or criticisms

Refrain from using your resignation letter as an opportunity to vent frustrations or air grievances about the company, colleagues, or management. Even if you have valid concerns, expressing them in your resignation letter can burn bridges and damage your professional reputation. Instead, opt for constructive feedback channels like exit interviews if you wish to provide feedback.

Lengthy or emotional content

Keep your resignation letter concise and professional. Refrain from including excessive emotional content, personal stories, or irrelevant information. A lengthy and overly emotional letter may be overwhelming for your employer and could overshadow the key message of your resignation.

Conclusion

Writing a resignation letter is an important step in any professional’s career journey. By including the right elements and avoiding common mistakes, you can ensure a positive and respectful departure from your current job. A well-written resignation letter leaves a lasting impression and strengthens your professional network, even as you move on to new opportunities. Remember to maintain professionalism and gratitude throughout the letter, focusing on a smooth transition and expressing appreciation for the experiences gained during your time with the company.

FAQs – Resignation letters

What is a resignation letter, and why is it important?

A resignation letter is a formal written notice that an employee provides to their employer to inform them of their decision to leave the company. It is a crucial document that serves as official confirmation of your intention to resign and helps facilitate a smooth transition during your departure. Writing a well-crafted resignation letter is essential as it leaves a positive impression on your employer and colleagues, maintaining professionalism and goodwill even after you leave.

When should I submit my resignation letter?

You should submit your resignation letter at least two weeks before your intended last day of work. This period allows your employer to make necessary arrangements for your departure and ensures that your colleagues have ample time to handle any transitioning tasks.

What should I include in my resignation letter?

Your resignation letter should include essential elements such as your intention to resign, your last day of work, a gracious thank you to your employer for the opportunities provided, and your willingness to assist during the transition. Additionally, you can express appreciation for the experiences gained while working with the company and maintain a positive and professional tone throughout the letter.

How should I address my resignation letter?

Address your resignation letter to your immediate supervisor or the appropriate person responsible for handling such matters. Use a formal and respectful salutation, such as “Dear [Supervisor’s Name],” to begin your letter.

How should I handle complaints or issues I have with the company or colleagues?

A resignation letter is not the appropriate platform to raise complaints or issues you have with the company or its employees. If you have concerns, address them separately through the appropriate channels, such as exit interviews or discussions with HR.

Is it necessary to give a notice period when resigning?

Providing a notice period is considered a professional courtesy and is often required by company policies or your employment contract. The standard notice period is usually two weeks, but it may vary depending on your position and industry.

Can I negotiate my notice period with the employer?

You can discuss the notice period with your employer if you have legitimate reasons for needing a shorter or longer notice period. However, it is essential to approach this conversation professionally and be prepared for the possibility that your employer may require you to adhere to the standard notice period.

Should I hand in a physical copy of my resignation letter?

In most cases, you can submit your resignation letter electronically via email. However, it is a good practice to follow up with a printed and signed copy for the company’s records if requested.