A letter of resignation is a formal document that informs your employer about your intention to leave your current job. It can be written or emailed and should include your final work day.
What Is a Resignation Letter?
An employee submits a resignation letter to their employer, informing them of their intention to leave the organization. Ideally, it should be submitted at least two weeks before the employee’s last day of work.
A well-written resignation letter can help ensure a smooth transition and maintain a positive professional relationship. It should be written in a respectful and professional tone, include the employee’s last day of work, and express gratitude for the opportunities provided by the employer.
What to Include
A resignation letter typically includes the following elements:
- Statement of Resignation: An explicit declaration that the employee is resigning from their position.
- Last Day of Work: The letter should specify the employee’s final work day, often considering the required notice period per the company’s policy or employment contract.
- Reason for Resignation: While not mandatory, many briefly explain their decision to resign. This can be as simple as moving on to another opportunity or as detailed as personal reasons.
- Gratitude: It’s common to express thanks for the opportunities provided by the employer, such as professional growth, experiences, or support.
- Offer of Assistance: Many resignation letters include an offer to assist with the transition, such as training a replacement or wrapping up projects.
- Contact Information: Provide updated contact information for future correspondence.
What Not to Include
When it comes to writing a professional resignation letter, alongside the essentials you need to include, there are also several items you should leave out:
- Negative comments: Remain professional and avoid negative comments about your manager or colleagues in your letter. Criticizing the company or its policies could harm your chances of getting a good reference in the future and damage your reputation. Keep your resignation letter focused on your reasons for leaving and express gratitude for the opportunities you were given.
- Being overly optimistic: Again, you need to keep it professional, and if you are known not to be happy in the role you’re resigning from, using overly optimistic language could come across as sarcastic or even negative. Keep a neutral tone.
- An immediate departure date: Unless it’s because of emergency circumstances or previously discussed with your manager, you should not be resigning with immediate effect. You could eliminate any possibility of rehiring or damage your chance of a good reference in the future. Give a proper notice period and check the company’s policy on resignations.
- Personal information: Focus on your professional reasons for leaving, and don’t include personal information about yourself or others. Avoid discussing personal problems or issues that may have led to your decision to resign.
- Emotional language: Avoid any overly emotional language or sentimentality. Keep the tone of your letter neutral and respectful to maintain a positive relationship with your employer.
Why Use
Submitting a resignation letter effectively informs all the relevant departments about your departure from the company. A well-written and polite letter not only impresses your manager but also helps build a positive image of you.
It may lead to intangible benefits such as positive appraisals via word of mouth, potential letters of recommendation, or even an opportunity to return to the company. So, it is always advisable to keep the letter constructive and straightforward.
If you’re leaving and starting a new job, use an employment acceptance letter to start your employment on the front foot.
When to Send a Resignation Letter?
If you decide to leave your company, giving them a formal resignation letter is important. The letter should be given at least two weeks before your last day but no more than two months in advance.
How to Write a Resignation Letter
We recommend that you write a civil, concise letter that contains the following:
Step 1 – Date and Address
Include the date you submit the letter in the top left line above the address.
The address should follow a formal business letter template. Use the company name on the first line, followed by the street address, city, and zip code.
Step 2 – Addressee
The addressee is usually your manager – you can use their first name. If the situation calls for it, you can address a larger audience, such as a unit, team, department, or company.
Step 3 – Resignation Declaration and Date of Departure
It would be best to clarify from the first sentence that you are resigning, and a precise departure date is necessary as it lets your manager strategize the path forward. This will probably be in line with the company policy on what your notice period should be.
Step 4 – Reasons for Leaving (Optional)
In this section, use your diplomatic skills to explain your departure, citing acceptable reasons such as health concerns, spending more time with family, relocation, or career change.
Remember that this letter is usually not the best way to express dissatisfaction with your company. You can metaphorically nail 95 grievances to your boss’s desk by crafting a letter detailing urgent reform areas but think hard about the pros and cons of delivering such a letter.
Step 5 – Thank You Section
Make sure to end the letter by thanking your manager, and if you feel grateful, acknowledge the opportunity they gave you.
Step 6 – Signature
Sign above your typed name if you submit a hard copy of the letter. A typed name suffices as an online resignation letter.
How to Submit
You can schedule a private meeting with your manager to discuss your plans and intentions. After the meeting, you may want to follow up with a formal resignation letter to make it official. Ultimately, the decision is yours, and you should do what you feel comfortable with.
If you choose not to submit a resignation letter, you should ensure that all relevant parties, including your manager, HR, and other stakeholders, approve your exit.
It’s crucial to communicate with each department and not assume everyone is on the same page. Taking the initiative to keep everyone informed will help ensure a smooth transition.
Resignation Letter Examples
1. Career Change
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Manager’s Name]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Manager’s Name],
I am writing you today to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date], which is two weeks from today.
I have recently received an offer for a new position that aligns more closely with my long-term career goals. Although I have enjoyed working at [Company Name], and I appreciate all the opportunities you have given me, I feel that this is an opportunity I cannot pass up.
During my remaining time at the company, I will work diligently to ensure a smooth transition for my team and assist in any way I can to help find and train my replacement.
Thank you for your understanding and support during my time at [Company Name]. I am grateful for the experiences and knowledge I have gained while working here.
Sincerely,
[Your Name]
2. Relocation
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Manager’s Name]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date], which is two weeks from today.
My family and I have decided to move to [New City/State/Country], so I must tender my resignation. I am grateful for the opportunities and experiences provided to me during my tenure at [Company Name]. I have learned so much and have enjoyed working with such a great team.
During the remaining days of my tenure, I will ensure a smooth transition for my team and assist in any way possible to find and train my replacement.
Thank you for your understanding and support.
Sincerely,
[Your Name]
3. Personal Reasons
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Manager’s Name]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Manager’s Name],
I am writing to inform you that I have made the difficult decision to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date], which is two weeks from today.
This decision was not easy, but I must focus on some personal matters that require my immediate attention. I have enjoyed my time at [Company Name] and appreciate all the opportunities you have given me.
During my last days at the company, I will ensure a smooth transition for my team and assist in any way possible to find and train my replacement.
Thank you for your understanding and support.
Sincerely,
[Your Name]
4. Going Back to School
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Manager’s Name]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Manager’s Name],
I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date], which is two weeks from today.
I have decided to return to school to pursue a degree in [Field of Study]. Although I have enjoyed my time at [Company Name], furthering my education is the best decision for me at this time.
During my remaining time at the company, I will ensure a smooth transition for my team and assist in any way possible to find and train my replacement.
Thank you for your understanding and support.
Sincerely,
[Your Name]
5. Retirement
[Your Name]
[Your Address]
[City, State ZIP Code]
[Your Email Address]
[Today’s Date]
[Manager’s Name]
[Company Name]
[Address]
[City, State ZIP Code]
Dear [Manager’s Name],
I am writing to inform you that I will be retiring from my position as [Job Title] at [Company Name]. My last day of work will be [Date], which is two weeks from today.
I want to take this opportunity to thank you and the company for the wonderful years I have spent here and the opportunities you have given me. I will cherish the memories and experiences I have gained while working at [Company Name].
During the remaining days of my tenure, I will ensure a smooth transition for my team and assist in any way possible to find and train my replacement.
Thank you again for your support and understanding.
Sincerely,
[Your Name]
Sample Resignation Letter
Below, you can download a free letter of resignation template in PDF or Word:
Frequently Asked Questions
How to Write a Short Notice Letter of Resignation?
To write a short letter of resignation, you should include the following points:
- Date and personal details
- Making the intent to resign clear from the initial sentence
- Notice period
- Express gratitude
- Signature
How to Write a Polite Letter of Resignation?
To write a polite letter of resignation, you should keep in mind the following tips:
- Be clear and concise in your message.
- Start your letter by expressing your gratitude for the opportunity to work with the company.
- State your intention to resign in a polite and professional manner.
- Provide the date of your intended departure.
- If you choose to include a reason for your resignation, keep it brief and professional.
- End your letter by expressing your willingness to help with the transition process.
- Thank your employer again for the time you spent with the company.
- Sign the letter with your full name and date it.
Remember, a polite and professional resignation letter will help you leave a good impression on your employer and maintain a positive relationship with them in the future.
How Long Should a Resignation Letter Be?
A resignation letter should be concise and limited to one page, containing only necessary information.
What Should Your Resignation’s Email’s Subject Line Be?
When writing the subject line for your resignation email, it’s best to keep it simple and to the point. You should include your name and the fact that you are resigning. This way, your manager can quickly understand the purpose of the email. Here are some examples of subject lines that you can use:
- Resignation Notice – [Your Name]
- [Your Name] Resignation Letter
- Two Weeks’ Resignation Notice: [Your Name]
Remember to avoid using ambiguous or vague subject lines that do not indicate the purpose of the email.
How Do You Tell Your Boss You’re Quitting?
When telling your boss that you’re quitting, it’s important to be respectful and professional. Schedule a meeting with your boss, and let them know that you have decided to resign. Be clear about your reasons for leaving, and provide a timeline for your departure. Offer to assist with the transition, and express gratitude for the opportunities provided by the company. Remember to keep the conversation positive and constructive, and follow up with a formal resignation letter.
Is 2 Weeks Notice Required?
Whether or not you need to give a two-week notice before resigning from your job depends on your employer’s specific policies. Certain companies require their employees to provide a two-week notice before resigning, while others do not. It is always a good idea to review your employment agreement or speak with your HR department to learn about your organization’s notice period and resignation policies.
What Happens if You Don’t Give Notice?
If an employee leaves without prior agreement, they may be in breach of contract. This could result in a court claim if the employer incurs additional costs.