Writing a resignation letter is a standard professional courtesy when leaving a role. It is a formal document that officially notifies your employer of your departure. The primary purpose of this letter is to create a clear record of your decision and to facilitate a smooth exit process. Crafting this document thoughtfully helps in maintaining a positive relationship with your soon-to-be-former employer, which can be beneficial for future professional references.
Essential Elements to Include
A Clear Statement of Resignation
The first and most direct component of your letter is the formal statement of your intent to resign. This should be unambiguous and placed at the beginning of the letter, in the first sentence. State clearly that you are resigning from your specific position. For example, “Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name].”
Your Last Day of Employment
Immediately following your statement of resignation, you must specify your final day of work. Providing a clear date is necessary for payroll processing, calculating final benefits, and planning the transition of your duties. It is standard practice to provide at least two weeks’ notice, but your employment contract or company policy may specify a different period.
An Offer to Help with the Transition
Including an offer to assist with the handover of your responsibilities demonstrates goodwill and a commitment to the company’s continued success. This can be a simple sentence expressing your willingness to train your replacement or document your current projects. A statement such as, “I am committed to ensuring a smooth transition and am willing to assist with the handover process,” shows professionalism. This gesture is not a promise to be on call after you leave but an offer to make your remaining time productive for a seamless transfer of duties.
A Brief Statement of Gratitude
Expressing thanks for the opportunity you were given is a professional courtesy that helps preserve a positive relationship. You can mention the experience gained, skills learned, or the support you received from your team or manager. A simple, sincere statement like, “I am grateful for the valuable experiences and opportunities that I have encountered during my tenure,” is sufficient.
Your Contact Information and Signature
Conclude the letter with a professional closing, such as “Sincerely” or “Regards,” followed by your handwritten signature if submitting a physical copy. Below your signature, type your full name. It is also helpful to include your personal contact information, such as a phone number or personal email address. This allows the company to reach you with any final paperwork after your departure.
What to Exclude from Your Letter
Your resignation letter is a formal document that will be placed in your permanent employment file, so its contents should be carefully considered. It is not the appropriate place to air grievances or express negative feelings about your job, manager, or colleagues. Including complaints can damage your professional reputation and may be shared with future employers who conduct reference checks. The goal is to leave on neutral or positive terms.
Refrain from discussing the details of your new job, including the company name, your new title, or the salary. While you may choose to share this information in a private conversation with your manager, it does not belong in your resignation letter. The letter’s purpose is to formally end your current employment, not to announce your future plans.
Avoid using overly emotional or apologetic language. While leaving a job can be an emotional experience, the letter should maintain a business-like tone. Phrases like “I am so sorry to be doing this” can undermine the professional standing of your decision. Be confident and straightforward in your communication, as the decision to resign is a professional one.
Resignation Letter Template and Structure
A standard resignation letter follows a simple, professional format that is easy to adapt. It should be structured like a formal business letter, beginning with your contact information, the date, and the recipient’s contact information.
Here is a straightforward template you can use:
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Manager’s Name],
Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name]. My final day of employment will be [Your Last Day].
Thank you for the opportunity to have worked in this position for the past [Number of Years]. I have genuinely enjoyed my time at [Company Name] and am grateful for the skills I’ve developed and the professional relationships I’ve built. I am committed to ensuring a smooth transition and am happy to assist in training my replacement and documenting my responsibilities during my final two weeks.
I wish you and the company all the best for the future.
Sincerely,
[Your Signature]
[Your Typed Name]
How to Professionally Deliver Your Letter
The delivery of your resignation is as important as the letter itself. The most professional approach is to first schedule a private, in-person meeting with your direct manager to announce your decision verbally. Handing them a printed copy of the letter during this meeting is a common and accepted practice.
This meeting allows you to express your sentiments personally, while the letter serves as the official record. After your conversation, it is a good practice to send an email to both your manager and the HR department with the resignation letter attached. This creates a digital timestamp and ensures that all necessary parties are formally notified.
During your meeting, be prepared to discuss the transition plan and your final day. Your manager will likely have questions about your departure, and it is best to be ready with professional and constructive answers. Clarify who else needs to be informed and follow your manager’s lead on the timing of announcing your departure to the wider team.