What Is a Resignation Letter?
A resignation letter is a formal notification to your employer of your intent to leave your position. Typically submitted two weeks before your departure, the letter aligns with company policies, which you can verify in your employee handbook or contract.
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 in a Resignation Letter?
A resignation letter typically includes the following elements:
- Statement of resignation: Clearly declare your intent to resign.
- Last day of work: Specify your final workday, considering the notice period in your company’s policies.
- Reason for resignation (optional): Briefly share your reason, such as pursuing new opportunities or personal priorities.
- Gratitude: Express appreciation for the growth, opportunities, or support you’ve received.
- Offer to assist: Provide help during the transition, like training a replacement.
- Contact information: Ensure future correspondence can reach you easily.
What Not to Include
Keep the tone professional by omitting:
- Negative comments: Avoid criticizing colleagues, policies, or management.
- Overly optimistic language: Excessive positivity might seem insincere.
- Immediate departure dates: Resign with notice unless under extraordinary circumstances.
- Personal details: Focus on professional reasons for leaving.
- Emotional language: Maintain neutrality and professionalism throughout.
How to Write a Resignation Letter
We recommend writing 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 craft 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, acknowledging 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 a Resignation Letter
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.
