How to Write a Resignation Letter (With Examples)
If you’ve made the decision to leave your job, it’s time to start drafting your resignation letter. A resignation letter is a formal letter of notification to the company that you are leaving.
If you’ve made the decision to leave your job, it’s time to start drafting your resignation letter. A resignation letter is a formal letter of notification to the company that you are leaving.
There are many reasons for deciding to leave a job such as the need to spend time caring for family or accepting a position at another company. Regardless of the reason, it’s important to keep things professional when you’re resigning from a job. It should also be kept fairly short and sweet.
Before writing your letter, it’s a good idea to take some time and think about what you would like to say and how you want to say it. Remember that this is also one of the few chances to communicate with your employer on a personal level.
Think about how you want them to remember you and use this opportunity to express thanks for any opportunities or mentorship they offered. Keep in mind that this is your last impression on your employer, so make it count!
Quick recap:
- Collect and charge
- Packing
- Check your temperature
- After is before the game
- Scout ahead
- Negotiate
- Vertical takeoff
Speak directly with your manager before submitting a resignation letter. If you are not comfortable doing so, it is still best to follow company procedure and speak with the HR department before submitting a letter. This is also a matter of etiquette.
Why is a resignation letter important?
If you’ve made the decision to leave your job you’ll want to notify your employer in a professional manner. It’s important to give your employer time to find a replacement, so it’s best to resign at least two weeks before the date you want your last day to be.
Since you’ll be leaving, you’ll need to clean out your desk and put all personal belongings in an orderly fashion. If there are any items that belong to the company or that were loaned to you by your employer, return them promptly.
You should also send a letter of resignation via email or U.S. mail, whichever is more appropriate for your work environment. The letter should include the effective date of departure and the reason for resignation, as well as expressing gratitude for the opportunity given by the company.
If applicable, mention future plans in order to show that this decision was not made on a whim; however, if you do not have anything lined up, it is acceptable to mention that you will make plans after leaving employment with this company.
What to include in a resignation letter
Your resignation letter informs your employer of your intentions.
The content of the letter usually includes:
- The date on which you will be leaving
- Your reason for leaving
- Your contact information in case there are any questions or concerns about your departure
- An offer to help with the transition process
- A sentence thanking them for their time and consideration.
- Would you like to provide feedback to your employer?
- Would you like references from your employer? (If so, who should they contact for references?)
- How would you like to receive payment for any unused time off or other benefits (e.g. health insurance)?
Here’s an example of a resignation letter:
Dear Boss,
I am writing this letter to let you know that I am resigning from my position at XXX Company effective May 1st. My decision is due to personal reasons. I want to thank you for all of the opportunities that I was given during my time here and wish the company continued success in the future. Please do not hesitate to contact me with any questions or comments. Thank you for everything!
Sincerely, Jane Doe
Tips for how to write a resignation letter
Below are some tips to help you write an effective resignation letter:
1. Be concise — The resignation letter should be brief but polite. If you need to explain the reasoning for leaving, keep it brief and factual because anything longer may seem bitter or angry. You can also include why you have chosen to leave if it’s personal information such as a family emergency or illness that has triggered the decision.
2. Be professional — This is not the place for emotional outbursts, anger, or grievances against the company and its management team; it’s simply a courtesy notice of departure.
3. Be appreciative of what was good about the job — Leave with good memories of what you liked best about working at this company and express gratitude for any opportunities given to you during your time there.
4. Offer assistance with the transition — If possible, offer assistance with finding a replacement or training someone new in your position before departing from work completely; this will go miles towards ensuring a successful future relationship between yourself and the company after quitting (and could even lead back into employment again).
First, you want to think about why you are leaving your job. It might be because you found a better opportunity, your boss is too demanding the commute is too long or any number of reasons.
Think about what made this job a good fit for you in the first place. After you have figured out why and what made it a good fit, write your resignation letter. Be sure to thank them for their time and consideration.
Then, start by stating your intent to resign from the company and the effective date of your departure. In this sentence, provide a reason for why you are quitting if applicable, or note that it is due to your own personal reasons.
Resignation letter template
In the example letter below, I state that I am leaving my job because I need time to care for my family. Next, I provide a brief description of what I have accomplished during my tenure at the company and say thank you for giving me the opportunity to work with them. This section is important because it reminds the employer of all the work they did not have to do because of your efforts. I also offer a new way of contacting me, assistance with the transition, and references.
“I hereby notify you that I am resigning from my position as _____ effective _____. I sincerely thank you for all of the support I’ve received over these past years working here at [ABC Company]. It’s been an honor serving as one of your employees and I’m very grateful for everything that I’ve learned during my time with you here.
I also want to take this opportunity in thanking everyone who made this journey possible: our managers, co-workers, clients, suppliers, and partners for their support and contributions which helped me grow into someone capable enough for this next step in my career.
In regards to the future, I am currently exploring several opportunities and would be more than happy to provide you with a reference. Feel free to contact me on my LinkedIn or at my other email at [example@not-the-old-work-email.com].
Sincerely, [John Doe]”
Several examples of resignation letters for different situations
Resignation due to relocation
“I have accepted a new position that is located in Cincinnati, Ohio, and will be relocating to the area on _____. My last day will be [insert your final day of work]
I’m grateful for the time I’ve spent here at [ABC Company] and would like to thank you for all of your support during my time working with you. I am blessed to have had this experience, but due to my upcoming move, I can’t continue in this capacity. Thank you again for everything and let’s stay in touch! [contact address].
Sincerely, [Jane Doun]”
Resignation due to family commitments
“I regretfully want to inform you that I will be resigning from my position as _____ effective _____ in order to take care of family commitments.
It has been an honor working with you these last few years and I wish you the best of luck in finding my replacement! Please let me know if there’s anything else that needs to be done or taken care of before then. You can now reach me at [contact address]. — thank you!
Best wishes, [Jim Dean]”
Resigning under duress
“Dear Mr./Ms., I am sorry for coming to this decision, but after careful consideration and much deliberation over the past week; it was agreed upon by myself and my colleagues that I would like to submit my resignation effective immediately — this situation is involuntary due to company changes resulting from restructuring which has made it difficult for anyone person to maintain their duties efficiently without jeopardizing their life outside of work.
Please accept this email as an informal notification; should you require something more formal please contact me via email or at [(XXX) XXX-XXXX ext: 12345]. Thank you.
Best regards, [Jennifer Dun]”
Resignation as a result of incapacity
“Dear Mr./Ms., It is with great regret that I must submit my formal resignation. Over the past few months, it has become clear to me that operating at this pace and level of responsibility is no longer possible for me. I am not able to fulfill responsibilities in a way that would be satisfying to myself or others.
Please accept this email as an informal notification; should you require something more formal please contact me via email or at [(XXX) XXX-XXXX ext: 12345].
All the best, [Jonathan Danes]”
In conclusion
For any resignation letter, the formal tone should be maintained. The message should remain polite and professional in order to maintain a satisfying relationship with your employer after you leave.
