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 letter of resignation is a brief letter that states your decision to resign, your final day, and how you will hand over your duties until your departure.
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:
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]
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)
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:
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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