Writing a resignation letter can be challenging, but it’s an important step when leaving a job professionally. Whether you’re moving to a new opportunity or need a change, crafting a polite and professional resignation letter ensures a smooth transition for both you and your employer. In this guide, we’ll break down how to write a resignation letter with step-by-step instructions and provide templates you can use.
How Do You Write a Resignation Letter?
A resignation letter is a formal document that informs your employer of your decision to leave the company. It should include your intention to resign, your last working day, and an offer to help during the transition period. Here are the main steps to follow:
1. Start With a Professional Greeting
Begin your resignation letter by addressing it to your immediate supervisor or HR manager. Make sure to use their formal title, such as “Dear Mr. Smith” or “Dear Dr. Johnson.”
2. Clearly State Your Intent to Resign
In the opening paragraph, clearly express your intention to resign from your position. Be direct and mention the job title and company name. For example: “Please accept this letter as my formal resignation from my position as Marketing Analyst at ABC Corporation.”
3. Mention Your Last Working Day
State the date of your final working day to help your employer plan for your departure. Standard practice is to give two weeks’ notice, but depending on your role, you might offer more time.
4. Express Gratitude for the Opportunity
It’s essential to maintain a positive tone, even if you are leaving due to dissatisfaction. Briefly thank your employer for the opportunity and mention something specific you learned or enjoyed during your tenure.
5. Offer to Help with the Transition
To ensure a smooth transition, offer to assist in wrapping up your responsibilities or training your replacement. This demonstrates professionalism and leaves a positive impression.
6. End with a Polite Sign-Off
Close your resignation letter with a respectful phrase, such as “Sincerely” or “Best regards,” followed by your signature and name.
Resignation letter templates
1. Resignation Letter for a Job You Love
[Your Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Date]
[Supervisor’s Name]
[Job Title]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Supervisor’s Name],
It is with mixed emotions that I submit my formal resignation from my position as [Job Title] at [Company Name], effective [Last Working Day]. The time I have spent here has been truly fulfilling, and I am immensely grateful for the opportunities to grow and collaborate with such a talented and supportive team.
I have learned so much and enjoyed my role tremendously. Although I am excited about the next step in my career, leaving [Company Name] is bittersweet. I am especially thankful for your leadership and mentorship, which have contributed significantly to my professional development.
I will do everything in my power to ensure a smooth transition over the next [two weeks or specified notice period]. Please let me know how I can best support the team during this time.
Thank you once again for everything. I look forward to staying in touch and wish you and the company continued success.
Sincerely,
[Your Name]
2. Neutral Resignation Letter
[Your Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Date]
[Supervisor’s Name]
[Job Title]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I appreciate the experiences and opportunities I have had during my time here, which have allowed me to grow both personally and professionally.
While I am moving on to a new chapter, I will carry forward the skills and knowledge I gained at [Company Name]. I am committed to making this transition as smooth as possible and will do my best to ensure a seamless handover of my responsibilities.
Please let me know if there is anything specific I can do to assist during this period. Thank you for your guidance and support throughout my tenure.
Sincerely,
[Your Name]
3. Resignation Letter for Leaving on a Bad Note
[Your Name]
[Your Address]
[City, State ZIP Code]
[Email Address]
[Date]
[Supervisor’s Name]
[Job Title]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Supervisor’s Name],
Please accept this letter as my formal resignation from my position as [Job Title] at [Company Name], effective [Last Working Day]. After careful consideration, I believe it is in my best interest to pursue opportunities elsewhere.
While my time at [Company Name] has been a learning experience, I feel that it is the appropriate time for me to move on. I appreciate the chance to work here and have gained valuable insights during my tenure.
I will ensure that any pending tasks are completed before my departure and will do my best to assist in the transition process. Please let me know if there is anything specific you would like me to prioritize.
Sincerely,
[Your Name]
What Not to Include in Your Resignation Letter
While it’s important to be professional, there are a few things you should avoid in your resignation letter:
- Negative Comments: Avoid complaining about colleagues or the company.
- Detailed Reasons for Leaving: Keep your explanation brief; there’s no need to elaborate.
- Future Plans: You don’t need to mention where you’re going unless you want to.
Here are a few common mistakes employees make when writing resignation letters:
- Being too emotional: Stay professional and avoid airing grievances.
- Forgetting to proofread: Ensure your letter is free from typos and errors.
- Not giving proper notice: Be sure to check your company policy on resignation notice periods.
Conclusion
A well-crafted resignation letter helps you leave your job on a positive note. By following these steps, you’ll maintain professionalism and pave the way for a smooth transition. Whether you’re advancing your career or exploring new opportunities, writing a clear and respectful resignation letter is the best way to maintain your professional relationships.
1. How long should a resignation letter be?
A resignation letter should be concise, ideally one page, outlining your intent to resign, your last working day, and a short thank you message.
2. Should I explain why I'm leaving in my resignation letter?
You don't need to provide a detailed explanation for leaving unless you feel comfortable doing so. Keeping it brief is perfectly acceptable.
3. When is the best time to submit a resignation letter?
Submit your resignation letter after you have spoken to your boss in person, typically giving at least two weeks’ notice.
4. Can I resign via email?
Yes, but if possible, try to deliver your resignation letter in person or over a phone call before following up with an email.
5. Should I offer to help during the transition?
Offering to help with the transition shows professionalism and goodwill, especially if your departure could disrupt ongoing projects.
