A resignation letter formally states your intention to leave the company you’re currently working for and the reasons why you’re quitting. Whether you are departing a company on good terms or can’t run fast enough out the door, it’s always wise to write a letter of resignation. Following these writing tips will smooth out the process of leaving.
1. Why Should You Write a Resignation Letter?
A resignation letter is an efficient way to send the same document to numerous departments keeping all relevant parties well-informed of your departure.
If the letter is polite and straightforward, your manager will be impressed with the gesture and quite thankful for this information. So long as it is constructive, the letter may even bring intangible benefits to your career down the road, such as potential letters of recommendation, positive appraisals via word of mouth, and may even help you return to the company.
2. When Should You Send a Letter of Resignation?
If you are certain you will be leaving your company, let them know at most two months and at least two weeks before with a formal letter of resignation.
3. How Should You Submit Your Resignation Letter?
You can have a private meeting with your manager where you share your plans, followed by a formal letter to make it official. In the end, do what you feel comfortable with.
If you don’t submit a resignation letter make sure that your exit is approved by all parties, including your manager, HR, and other stakeholders. You need to take the initiative to communicate to each department, don’t assume everyone will be on the same page.
4. How to Write a Resignation Letter
We recommend that you write a civil, succinct letter that contains the following:
1. Date
Include the date when you submit the letter in the top left line above the address.
2. 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.
3. 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 unit, team, department, or the whole company.
4. Resignation Declaration
You must make it clear that you are resigning from the first sentence.
5. Date of Departure
A clear departure date is necessary as it lets your manager strategize the path forward.
6. Reasons for Leaving (Optional)
In this section, employ your diplomatic chops and provide a reason for your departure. Acceptable reasons can range from general health concerns, spending more time with family, relocation, career change, and much more.
Keep in mind that this letter is usually not the best method to express dissatisfaction with your company. You can metaphorically nail 95 grievances to your boss’s desk by crafting a letter that details areas of urgent reform, but think hard about the pros and cons of delivering such a letter.
7. Thank You Section
Make sure to end the letter by thanking your manager and if you feel grateful, acknowledge the opportunity they gave you.
8. Signature
If you submit a hard copy of the letter, sign above your typed name. A typed name suffices as an online resignation letter.
Free Resignation Letter Template
Download: Microsoft Word (.docx)
Resignation Letter Example
The resignation letter example below demonstrates a formal notice of departure from an employee, ‘Patrick Marlin’ from ‘ABC, Inc’. Patrick Marlin details the date he will leave the company and lets the company know that he appreciated his time there and will assist in the upcoming transition.
