We are living in a different world than our parents were. People switch jobs more often, and the era when you could retire from the same position is finished. People from other parts of the world resign daily, regardless of the industry or company size. They either found a better job or decided the current role/environment/boss was not right for you. An essential guide on how to write your letter of resignation and sample resignation letter templates are provided below.
A resignation letter is a formal document (either a letter or an email) that states your decision to leave the company, and it’s usually sent two weeks before your final day.
Regardless of your reasons to leave, writing such a letter is a good reflection on you; it will help you nurture future professional relationships, and it may help you get the recommendation you are aiming for. Take the time to write a polite and concise letter.
Writing a resignation letter is important. It shows you're a professional in handling work-related matters. This way, you give advance notice to your manager so a transition plan is created until a new person is recruited to take over your duties. Additionally, you should be in an excellent professional relationship with your current colleagues, as they might hint at the next opportunity, or you might even return to the same company one day.
Resignation letters should not be complicated essays; they should be professional letters clearly stating that you resign and when you will leave. Sure, you can add some additional elements to ensure that it covers the essentials and you respect the opportunity to work in the organization. Keep in mind that you should keep the letter format to one page and cover these core ideas:
Before starting to write your letter, take some time to consider who your recipient is. Is it the HR department, your direct manager, or maybe even the CEO?
This decision will set the tone of your letter and will decide how formal/informal you should address the recipient.
If you’re writing to the HR department as a whole, maintain a formal tone, since you don’t really know any member of the department.
If the recipient is your manager, you can be a bit informal, if that’s the kind of professional relationship you have. You can also offer assistance during the transition period and express gratitude for all the opportunities.
The introductory paragraph indicates the statement of intent to resign and the departure date on the job. The resignation letter should be addressed to your manager or the HR department. Check the company policy to ensure you follow the rules before submitting the letter and select the correct recipient for your request.
Example
Dear Mr./Ms. [insert name]
Kindly accept this letter as a formal resignation notice from the position of [insert position name] as of [insert date].
Act like a professional. Showcase gratitude and appreciation to your employer for recruiting you. This not only makes your resignation letter more respectful but also leaves a positive impression of you in the minds of your superiors and colleagues, making them feel appreciated and valued.
Example:
I appreciate all of the help and opportunities you've given me during my time at [insert company name], and I thank you for the encouragement you've given me to pursue my personal and professional development.
Inform your employer that you intend to fulfill your responsibilities to the highest standards until your last work day. Make an offer to train your replacement. This reassures your employer that you are committed to ensuring a smooth transition, making them feel confident in your professionalism and dedication.
Example:
I will do all in my power to complete pending chores and incomplete projects during the next [enter remaining period], and I am willing to assist in the employment and training of my replacement. Please let me know if there is anything else I can help during this time of change.
In your closing paragraph, share your best wishes for the company's future.
Example:
I wish the organization success, and I seek to remain in touch in the future.
Sincerely,
[Your surname]
If you are looking for a simple resignation letter sample, look no further. Just personalize the example below.
[Your name]
[Your address]
[Your phone number]
[Your email]
[Date]
[Supervisor name]
[Supervisor title]
[Company name]
[Company address]
Dear Mr./Ms. [insert name]
Please accept this letter as formal notice of my resignation from the position of [insert position name] as of [insert date].
I appreciate all of the help and opportunities you've given me during my time at [insert company name], and I thank you for the encouragement you've given me to pursue my personal and professional development.
I will do all in my power to complete pending chores and incomplete projects during the next [enter remaining period], and I am willing to assist in the employment and training of my replacement. Please let me know if there is anything else I can do to help you during this change.
I wish the organization success, and I hope to stay in touch in the future.
Sincerely,
[Your name]
[Hard copy signature]
How to submit your resignation letter?
Read your resignation letter carefully, proofread it, and then send it. If you’re unsure about how to submit it, keep in mind that you can either create an email or attach the letter with the resignation as a PDF document to the email message. Both options are viable. You can send it either to your direct supervisor or manager, the HR department, or the HR Manager.
When you lack the energy to compose a resignation letter, or you're still unsure about what to say or how to write in the letter, you can use our resignation letter template to see how the ideas mentioned above become a reality. However, it's crucial to personalize the sample with your details and experiences. This not only makes the letter more genuine but also shows respect and consideration for your employer, which can help maintain a positive professional relationship. Don't forget to double-check that the last date is correct.
Frances Jones
17 Upper Road
Main Town, CA 12345
Phone: 555-321-4444
Email: frances@company.com
[Date]
Ms. Linda Cruise
CEO
ONE Company
23 Central St.
San Francisco, CA 12345
Dear Ms Cruise,
Please accept this letter as notice of my resignation as HR manager. My last day of work will be [date].
I received an offer to work as a senior HR manager for a Fortune 500 firm, and after careful thinking, I've decided that this chance is too thrilling to pass up.
Over the last three years, it has been a pleasure to work with you and your team. Among the highlights of my career, I could mention working with you to automate ONE Company's recruiting, interviewing candidates, enforcing company policies, and setting up your leave management systems. Your company is primed for further expansion, and I wish you the best of luck with the business expansion.
I want to assist with transitioning my HR responsibilities so that business continues to run smoothly after my departure. I am available to assist in recruiting and training my replacement, and I will ensure that all reporting and records are up to date before my last day of work.
Joyce, once again, thank you for the opportunity to work at ONE Company. I wish you and your crew the best of luck and look forward to continuing in touch. You can reach me at frances@company.com or 555-321-4444 at any time.
Sincerely,
Frances Jones
Handwritten Signature (hard copy letter)
Here is a template you can use to inform your manager about your resignation, maintaining a professional tone and avoiding excessive detail.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
Please accept this letter as my formal resignation from my position as [position title] at [Company name] as of [Date].
My last day will be [last day of work].
I am extremely grateful for all the time and opportunities I spent here. I wish the company all the best in the future.
Please let me know if you require any additional information or assistance during the transition period.
Best regards,
[Your signature]
[Your name]
If you want to write a letter of resignation that will create a good reputation for you, here is an example of how to address your decision to resign in a professional manner.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to formally announce my resignation from my position as [position title] at [Company name], effective [Date].
I greatly appreciated my time at [Company name] and wish to express my sincere gratitude for the opportunities it provided, which significantly contributed to my professional development as both an employee and a colleague. I am confident that the experiences I have gained during my tenure here will serve me well in my future endeavors.
I am available to assist in any way needed during the transition period by handing over my responsibilities to the person who will take over.
Thank you for understanding my decision and for all the support I received during my years here.
You can reach me at [phone number/email] if you need any other information, and I look forward to staying in touch with my former team here. Best of luck to everyone!
Best regards,
[Your signature]
[Your name]
This formal letter sample is a template for professionals who want to resign with clarity, respect, and dignity. It’s a great way to show your gratitude and offer assistance during the transition period, and it can be used regardless of the industry you’re in.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to formally inform you about my resignation from my position as [position title] at [Company name], effective two weeks from today, [last working day].
It has been an honor to be part of [Company Name], and I am sincerely grateful for the opportunities for professional and personal growth that I have experienced during my time here. The support and collaboration of the team have been crucial in tailoring me into a more capable and committed professional.
I am committed to ensuring a smooth transition and am available to assist in handing over my responsibilities to the person who will be replacing me.
Thank you for your understanding and for the guidance and encouragement I have received throughout my time here. I value the relationships I have built and hope to stay in touch going forward.
Should you need to reach me after my departure, I can be contacted at [phone number] / [email Address].
I wish all of you all the success in the world.
Sincerely,
[Your signature]
[Your name]
If the job position you’re currently occupying is a rather sensitive one and not very easy to fill, it may be a nice idea to give advance notice to your employer. Here is a template for this situation.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to inform you of my resignation from my position as [position title] at [Company name], effective [Date]. I understand that onboarding a new employee for the [position] role may take time, and I wish to provide ample notice to help ensure a smooth transition.
I am grateful for all the time and opportunities I have had here. I wish the company the best in the future.
Please let me know if you need any additional information or assistance during the transition period or regarding my ongoing projects.
I wish you all the best.
Sincerely,
[Your signature]
[Your name]
If you just realized your current position is not taking you where you want to go professionally, there is no shame in admitting it and resigning. You can do it gracefully, explaining your reasons, while also expressing gratitude and offering support for the transition period.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to formally inform you about my resignation from my position as [position title] at [Company name], effective two weeks from today, [last working day].
During my time at [Company Name], I have come to realize that the purview of the role differs from what I had initially anticipated. Therefore, I believe it is the right time for me to explore other opportunities that align more closely with my professional objectives.
I sincerely appreciate the support and guidance you have provided throughout my years with the company, and I am grateful for the experience and skills I acquired.
I am committed to ensuring a smooth transition and am available to assist in handing over my responsibilities to the person who will be replacing me.
Sincerely,
[Your signature]
[Your name]
If unexpected personal issues hinder your ability to continue working, ensure you send a professional message to your employer. Here is a sample letter to help you transmit your next steps:
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to formally notify you of my resignation from my position as [position title] at [Company name], effective in two weeks.
Due to unforeseen personal circumstances, I am no longer able to fulfill the responsibilities of my complex role effectively. Taking into account the company's best interests, I have made the decision to step down from my position. My final working day will be [date of final working day].
Please be sure that it was not an easy decision, but I am available to assist during the transition period in any way possible.
Thank you for understanding my decision and for all the support I received during my years here.
I look forward to keeping in touch with you and my former team here.
Sincerely,
[Your signature]
[Your name]
Resigning and taking the path of retirement is a natural course, and the letter regarding this reason for leaving the company should be brief and concise. Here is an example.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to formally inform you about my resignation from my position as [position title] at [Company name], effective two weeks from today, [last working day].
After a gratifying [number of years], I have decided it’s time to retire. I am extremely grateful for all the time and opportunities I spent here. I wish the company the best in the future.
If there’s any way I can assist with the transition period, please don't hesitate to let me know.
Sincerely,
[Your signature]
[Your name]
If you decide to leave and pursue new opportunities that align with your professional aspirations, here’s how you can convey this message effectively.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company], effective [Date].
After careful consideration, I have decided to pursue a new challenge that aligns more closely with my long-term career goals. This was not an easy decision to make, as I have truly enjoyed my experience at [Company].
I am sincerely grateful for the opportunities I've had to grow professionally, for the skills I've developed, and for the ongoing support from you and the team.
I wish you all the best.
Sincerely,
[Your signature]
[Your name]
__
You might be interested in the best job search websites or work from home jobs.
When addressing your resignation letter to your manager, you should personalize it according to the relationship you had. Here is a professional way to announce your resignation to your direct manager.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [Manager’s name],
I am writing to inform you of my resignation and to submit my notice. I will be leaving my position as [Job Title] at [Company], effective [Date].
Please accept my sincere gratitude for the mentorship and support you have offered in my time here. Your guidance and oversight have made me a better person both professionally and personally, and I have learned so many valuable lessons from you.
It’s with a heavy heart that I have decided to leave, but I assure you I am available to assist with the transition period.
Thank you again for the experiences you have offered me. I wish you all the best, and I hope we stay in touch.
Best regards,
[Your signature]
[Your name]
When writing directly to the HR department, ensure that your message is concise and maintains a professional tone.
__
Your Name
Your address
City, State
Date
Company name
Address
City, State
Dear [HR Manager’s name],
I am writing to formally resign from my position as [Job Title] at [Company], effective two weeks from today’s date [Date].
Please consider this my formal notice. Let me know how I can assist during the transition period.
Thank you for all the support I received during my time at [Company]. I wish you all the success in the world.
Sincerely,
[Your signature]
[Your name]
Related: Do you require some time off to pursue a personal interest? Read our Sabbatical Leave article.
FAQ
They are essentially the same. They are both used to express your desire to resign. A two-week notice letter is issued ten business days before your leave; however, a resignation letter can be issued anytime.
What should not be included in your resignation letter?
When writing a resignation letter, avoid including the following items:
Is it necessary to prepare a resignation letter while quitting a job?
Resignation letters may be required by company policy or employment contracts; however, most employers do not require formal communication when an employee resigns. Even if a resignation letter is unnecessary, writing one to create an official record of your termination date may make sense.
Formatting a resignation letter
Your resignation letter should be professional, brief, and follow the standard formal letter format:
What to include in a resignation letter?
Here is a list of ideas that should be included in every resignation letter:
How should you submit a resignation letter?
Ideally, you should submit the letter of resignation during a face-to-face meeting with your manager. If you’re working remotely, sending it via email as a PDF or including the text in the email is also a good idea.
What should your resignation email’s subject line say?
Typically, your email’s subject line should say “Resignation Notice: [Your Name]” or “Resignation Effective [Date]: [Your Name].” These are very effective ways to start a letter of resignation and work great to convey a formal, professional message.
Clearly stating your intentions in the subject line ensures that your manager immediately understands the importance of your email when they see it in their inbox.
Conclusion
We strongly advise you to draft a suitable resignation letter and deliver it professionally when you're ready to quit your job. You are leaving the door open for references by doing so. You'll need those to grow within your career. Writing a resignation letter may appear daunting, but it should not be once you have solid guidelines, great examples, and key information like the ones provided on this page.
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