Formal Resignation Letter Sample
It’s a good practice to inform your management in person and in the letter of your resignation when leaving a position. Including your last day of employment, a resignation letter serves as official notice that you are quitting your job.
What to Include in Your Resignation Letter
The explanation for your resignation need not be mentioned. Keep your letter short and simple to the point. You only need to state that you are resigning, the date of your final day, and your best wishes for a seamless transition. The wonderful experiences and career development help you received while working for your employer should also be mentioned, and you should thank them for these opportunities, if at all feasible.
The willingness of your employer to act as a professional reference for you in the future, should the necessity arise, may be increased by showing your appreciation.
Your letter might be a follow-up to a discussion you had with your supervisor about your plans, depending on the specifics of your leave. To get started, go over these suggestions for what to include and how to draught a resignation letter.
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Tips for Writing a Resignation Letter
The rule of thumb for resignation letters is that they should be as brief as possible. There is no need to go into great detail as to why you are leaving. It is preferable to be direct, professional, and to include all pertinent details regarding the termination procedure.
Here are some helpful tips for writing your resignation letter:
- Be brief and to the point; state your intention to resign in the opening paragraph (or even the first sentence)
- Be respectful and avoid using it as an occasion to criticise, insult, or complain about the business or other employees.
- Give advance notification of your departure by stating the precise date you have agreed to work through.
- Describe the transition and offer to help identify your replacement or to complete particular jobs and projects before your departure.
What do I include in a professional resignation letter?
1. Resignation Statement and End Date
Describe your role at the organisation in the opening of your letter. If you work for a small business and your supervisor knows you well, this may seem superfluous, but since the letter serves as your official termination, it is crucial to include it. A brief statement of your resignation should be included with this material.
Additionally, since that is one of the first things your employer would ask, including an end date in the first paragraph is beneficial.
Here is how this first sentence might actually read:
I would want to let you know that, as of [Date], I will no longer be working for [Company Name] in the capacity of [Position Name].
2. Gratitude
Think about how you’ve changed or what you’ve loved best about working for the organization. Be as detailed as you can. Maybe the company offered chances for professional growth. Perhaps you appreciated the environment the business promoted and the welcoming atmosphere.
It’s also excellent to express gratitude to your company for the time and resources they invested in fostering your professional development. Here’s an illustration of what this might resemble:
I am grateful for the chances you have given me to advance professionally during the last two years. I am proud to have been a member of such a supportive team and have enjoyed my time at [Company Name].
You can mention your destination if you’d like. It might be appropriate to mention, for instance, that you’re changing industries to pursue a passion or enrolling in graduate school. For instance:
I’m excited to [pursue my passion in [X] or continue my work with a focus on [Y] after accepting a position as a [New Job Title].
However, it’s preferable to conceal such details if you’re leaving the company for a rival.
3. Transition Details
Please let me know if there is any way I may help during this change. Before my last day of work, I will make sure that all of my reports are updated and assist in training my replacement.
You might see something different in this sentence. However, it’s best practice to offer detailed information about how you’ll aid, regardless of what you write.
Write a brief summary of the work you will be giving up when you officially depart the organization as an optional conclusion. Although it is officially your manager’s job to take over and decide how to proceed with this work, it can be beneficial to outline all the duties and projects you have been in charge of to make the transition even simpler for the business in the interim.
You could omit this section if you didn’t work with other departments or serve in a managerial capacity.
How to use a Resignation Letter Template
You could want to make use of this resignation letter template to speed up the letter process.
Follow these steps to properly use this template:
- Insert the resignation letter template into a Microsoft Word document Email, a document, or a Google Doc.
- Include all of your contact information and personal details.
- Rewrite the paragraphs expressing your scenario in your own words.
spell-check and edit your work. - Send the letter over email, postal mail, or in person.
Resignation Letter Template
Copy and paste the below text into a Word document or an email as the starting point for own letter.
[Your Name] [Your Street Address] [Your City, State/Province, Country] [Your Phone Number] [Your Email Address] [Today’s Date] [Employer Contact Name] [Employer Title] [Employer Company Name]Dear [Employer Contact Name],
[First sentence: I’m writing to give you my official notice that I’m leaving The Company. Two weeks from today, on January 19, 2018, I’ll be leaving.]It was not an easy choice to make, and I value your encouragement throughout my time working for The Company. My five years of experience, education, and learning have been invaluable to me. The team and I have enjoyed working with you.
Please let me know how I can support you during this change. As the business develops, I wish you the best.]
Sincerely,
[Image of Signature] [Your Name]
Example #2
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your EmailDate
Name
Title
Organization
Address
City, State Zip CodeDear Mr./Ms. Last Name:
With effect from October 1, 2021, I would like to let you know that I am leaving my position as marketing supervisor for the Smith Company.
I appreciate your encouragement and the possibilities you have given me over the past two years. I have thoroughly loved my time at [insert Name of Company] and am extremely appreciative of the support you have given me as I work toward my career and personal growth goals.
Please let me know if there is any way I can help throughout this transition to make the handoff of my duties to my replacement as smooth as possible. I’d be happy to assist in any way I can.
Sincerely,
Your Signature (hard copy letter)
Your Typed Name
Sample 3
Subject: Resignation, Firstname, Lastname
Dear, Mr. or Mrs. Supervisor
Accept this letter as official notice that I’m leaving Capitol Company. January 25, 2022, will be my last day of employment.
I am very grateful for the experience and possibilities for growth I have earned while working with you; my replacement will be privileged to be a part of your supportive and dynamic team operations, just like I was.
Please let me know if there is any way I can make the transfer easier. I hope [Insert Name of Company] and you continue to prosper.
Sincerely,
Firstname Lastname
firstnamelastname@email.com
555-222-3344
Sample 4
[Your address] [date]Mr/Mrs/Miss/Ms [Manager’s name] [Company name and address]
Dear [manager’s name],
Accept this letter as formal notice that I’m leaving [job title] at [business name] effective immediately. I’ll be leaving the company on [date]. Tell me what to expect with regard to my final work schedule, accumulated vacation time, and employee perks.
Though it wasn’t an easy choice to make, I’ve decided that it will be an excellent opportunity for my professional development. I want to take this opportunity to express my gratitude to you and the team for giving me this chance. I’ve enjoyed the past [x] years, and I’ll take everything I’ve learnt here with me.
Please let me know if there is anything I can do to ease the move.
Yours sincerely,
[Your name]
Resignation Do’s and Don’ts
Before contacting your manager and submitting your resignation, be sure to carefully consider your options. There are some important resignation dos and don’ts.
Do:
- Remain upbeat. When you leave a job, your resignation serves as your last professional impression, so it’s wise to walk out on good terms and make your coworkers and superiors regret their loss.
- Please submit a formal letter. An official letter, whether sent or sent via email, is crucial since it closes the loop on your HR file. Additionally, it guarantees that all relevant managers and supervisors get the information they require. Regardless of the reasons you are quitting your employment, always remember to remain respectful and humble.
- Offer to assist with the changeover. It’s polite to volunteer to help out when the personnel changes. That could entail just recording your projects and the procedures used to complete them, or it might entail assisting to interview and train your replacement.
Don’t:
- Talk about your new position. There’s no point in rubbing it in that you’re leaving. Additionally, there is a danger that your new employment won’t pan out. If that occurs, you could regret not keeping in touch with your former coworkers so you might ask them for a reference or inquire about taking up your old position again.
- During your leaving interview. be really honest. Perhaps you’re quitting because you detest your manager, don’t agree with the workplace atmosphere or don’t see how your work contributes to the company’s wider objectives. The time is not ripe to present those truths in all their honesty.