No matter why you’ve decided to move on from your current employer, you must write a letter of resignation. It is a formal notification of your leaving date. A resignation letter allows leaving the company on the best terms and keeping cordial relations with a former boss and colleagues.
In this article, you’ll learn the top tips for writing a resignation letter and find resignation letter templates.
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Of course, a resignation letter is not the first step in this transition process. First, you need to make a decision about resignation and give your manager a notice. Often, employees have an “I quit” conversation with their direct line manager before submitting a formal document.
To be sure of your decision, think closely about all the reasons for your departure. You may have found a better opportunity or a new role, or you may not be satisfied with your current job. For some, it can be a career change. And others might have to leave due to personal circumstances.
Even if you are extremely unhappy at your current position, do not mention it in the resignation letter. All the complaints should be given long before the final step. And it will make it much more difficult to maintain professional connections.
Not everyone has the luxury of planning the exact time when to submit a resignation letter. Some might deal with unexpected life changes like losing a loved one or the necessity to move cities.
But if you have an opportunity to plan the date when to submit a resignation letter, think of the following factors:
There is nothing wrong with getting advice from colleagues. However, make sure you trust them, and the news won’t get to your boss before you talk to them.
Also, ensure you are not breaching your employment contract and acting in your best interest. You can get support from relatives and friends outside the employment environment.
Any resignation letter template follows the same structure. As it is a formal document, there is no room for improvisation usually. It is essential to remain professional and avoid mentioning negative experiences.
Optionally, you can also ask any questions you have for your employer regarding the resignation. They can cover benefits or other contractual obligations.
You need to know who you have to formally notify. It can be your line manager, HR representative, or the whole team. A standard letter starts with a formal greeting like “Dear manager’s name.”
If you are writing a resignation letter in an email, insert date and “Resignation letter” in the subject line.
It will let your employer know about the intent right away. Also, it will be easy to delegate to an HR department to proceed with all related tasks.
The date is essential as it signifies your last day of work.
The next step in writing such thing as a resignation letter is to state the resignation itself. Do not leave it till the end; there is no need to build suspense.
It can be as simple as “I’d like to inform you of my decision…” or “Please accept this as my resignation letter and official notice…”
Here you need to include your job title and company name. The statement should be short and straightforward.
After the job title and intent, you can make a smooth transition into the notice. For instance, you can formally notify of your last working day – “My last working day will be on…” or “I’ll be leaving my position as an accountant on August 18th…”
All resignation letters have to have the last day’s identification. That’s one of the primary reasons for writing such a document in the first place.
The following paragraph in the resignation letters is usually devoted to showing your gratitude. Even if you had a miserable experience, it is not a place and time for personal grievances. Those do not matter anymore; you need professional relations with your former employers. The references and reputation you build might impact your career development in the future.
Your new job and company might want to check what your former employers have to say. So it is better to do resigning with grace and professionalism.
Reflect on positive experiences and accomplishments. Demonstrate respect for the company and colleagues. And maintain a professional and amicable tone. Do not get into too much detail; the letter of resignation needs to be short.
Although this part is optional, having it is a good thing. Offer your company assistance in the transition process. But do not write about specific actions you might need to take. Just state the intent to be of any help needed in these two weeks.
For instance, you can write, “Please let me know if I can assist the company in this transition period.”
When you write a resignation letter, the last step is a proper, polite closing. Such a resignation letter shows respect and presents you in the best light. Remain professional and keep the tone and style appropriate.
For example, “Best regards and thank you for everything, Margot Smith.”
Hunter Jones
Graphic designer
Envil Designs
Company address
hunterjones@gmail.com
November 1st, 2023
Dear Jane Bright,
I am writing this letter to notify you that I am resigning from my position as a graphic designer at Envil Designs. My last working day will be November 15th, in precisely two weeks.
I am very grateful for the opportunity to work with the Envil Designs team under your leadership. It was a fruitful time in terms of professional development and career. Thank you for all the support and guidance you’ve provided me in my position.
Please let me know if I can be of any help during this transition.
I wish the company and the team all the best,
Sincerely,
Hunter Jones
Dear Clarence Mantel,
I would like to formally notify you of my resignation from the position of assistant editor at Company X, effective two weeks from the date of this letter.
I appreciate all the opportunities Company X has given me. These were fantastic two years of learning and growing. It was an excellent experience for me, and it helped me build on my skills and find objectives in my future career. I am grateful for all the professional relations I was able to form here. Thank you for all the support you’ve given me as my manager.
If there is anything I can do to make this transition easier for the company, let me know.
Best wishes,
Sincerely,
Michael Russo.
Dear Sarah,
Please accept this resignation letter as formal notice of my departure from the sales representative position at Fashion Choices Inc. I will be resigning on October 2d, which will be my last working day.
Thank you so much for the opportunity to join the Fashion Choice Inc. team. It was a positive experience with much to learn and grow professionally. Unfortunately, due to personal reasons, I have to move cities. Although I imagined my future as part of the team, unexpected complications occurred.
I will do everything in my power to resolve all my duties and smoothly transfer them to a new sales representative.
Sincerely,
Meghan Miles
Hopefully, with these resignation letter templates, you’ll craft a professional document to say goodbye to your former company on good terms. Remember to keep it in tone and do not get into too much detail. Write a resignation letter only when you are 100% sure of your decision. Be direct, polite, and grateful for your manager’s assistance in this journey.
