A letter of resignation is a formal document that notifies your employer of your intent to leave your position. It serves as an official record of your departure and is a chance to leave your job on positive terms. A well-written letter demonstrates professionalism, which can help preserve relationships for future networking or references. The document sets a constructive tone for your exit and clarifies your departure timeline.
Key Elements to Include
A professional resignation letter must clearly state your intentions and provide all necessary information for a smooth exit.
- A direct statement of resignation: Clearly and unambiguously state your intention to resign. For example, “Please accept this letter as formal notification that I am resigning from my position as [Your Job Title].”
- Your final day of employment: Specify the exact date to help your employer plan for the transition. This notice period is a professional courtesy that allows the company time to manage the handover of your responsibilities.
- An offer to assist with the transition: Express your willingness to help train your replacement or document your current projects. This gesture shows your commitment to a smooth handover.
- An expression of gratitude: Briefly thank the company for the opportunities you received. Mentioning a positive experience or a skill you developed can make the sentiment feel more genuine and helps maintain a positive relationship.
What to Avoid in Your Resignation Letter
To maintain a professional and positive tone, avoid including certain information in your letter.
- Complaints or negativity: Do not use the letter to voice complaints about the company, your manager, or colleagues. Including negative comments can damage your professional reputation and affect future references.
- Overly detailed reasons for leaving: A simple, brief explanation is all that is needed, if you provide one at all. Stating you are leaving for a new opportunity is sufficient without providing specifics.
- Emotional language: Whether you are happy or unhappy, the letter should be straightforward and factual. Stick to a neutral tone to ensure your message is received professionally.
- Details about your new job: Do not discuss your new company’s name or your new salary. This information is confidential and irrelevant to your current employer.
Structuring and Formatting Your Letter
At the top of the page, include your contact information: your full name, address, phone number, and personal email address. It is important to use a personal email, as you will lose access to your work email after your departure.
Below your contact information, include the date the letter is written. Following the date, add the recipient’s information, including your manager’s full name, their title, the company’s name, and the company’s address.
The letter should begin with a professional salutation, such as “Dear [Manager’s Name].” The body of the letter contains the core message and should be concise. Use a formal closing like “Sincerely,” followed by your handwritten signature and your typed full name below it.
Resignation Letter Examples
Standard Resignation Letter
A standard resignation letter is straightforward and professional. It includes all the necessary elements without excessive detail.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notification that I am resigning from my position as [Job Title] at [Company Name]. My last day of employment will be [Your Last Day]. This two-week notice period should allow for a smooth transition of my responsibilities.
I want to thank you for the opportunity to have worked in this position for the past [Number of Years]. I have enjoyed my time at [Company Name] and am grateful for the skills I have developed. I am committed to ensuring a seamless handover during my final two weeks.
I wish you and the company all the best for the future.
Sincerely,
[Your Signature]
[Your Typed Name]
Appreciative Resignation Letter
This letter is suitable when you want to convey genuine gratitude by highlighting specific positive experiences.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
I am writing to inform you of my decision to resign from my position as [Job Title] at [Company Name], effective [Your Last Day]. This was not an easy decision, and I am incredibly grateful for the opportunities I have been given here.
I want to express my sincere appreciation for your guidance and support during my time at the company. I have particularly valued the experience I gained while working on [Specific Project or Task], which has been instrumental in my professional growth. The knowledge I’ve acquired here is invaluable.
I am dedicated to making this transition as smooth as possible and am happy to assist in training my replacement. Thank you once again for everything. I hope our paths cross again in the future.
Sincerely,
[Your Signature]
[Your Typed Name]
Resignation Email Template
This email template is concise and suitable for digital submission after you have already spoken with your manager.
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
Please accept this email as notice of my resignation from my position as [Job Title] at [Company Name]. My final day of employment will be [Your Last Day].
I am thankful for the opportunity to have been a part of the team for the past [Number of Years]. I have learned a great deal and appreciate the support I have received.
I am committed to ensuring a smooth transition over the next two weeks. Please let me know how I can best assist with the handover process.
Best regards,
[Your Typed Name]
[Your Phone Number]
[Your Email Address]
The Resignation Process
The resignation process begins before you submit your letter. It is a professional courtesy to first inform your manager of your decision in a private meeting. This direct conversation demonstrates respect and allows for a more personal exchange.
The resignation letter should be delivered after you have spoken with your manager. You can hand them a printed copy during your meeting or send it via email immediately following the conversation. The letter serves as a formal record of the decision you discussed.
Provide at least two weeks’ notice before your final day of employment. This notice period gives your employer time to plan for your departure and begin finding a replacement. Review your employment contract, as it may specify a different notice period.