Resignation Letter Example

What is the resignation letter?

A letter of resignation is a brief letter that states your decision to resign when your final day will be, and how you be handing over your duties untill your departure.

Why are resignation letters important?

Writing a resignation letter is important. It shows you're a professional in handling work-related matters. This way, you five an advance notice to your manager so a transition plan is created until a new person is recruited to take over your duties. Additionally, you might want to be in an excellent professional relationship with your current colleagues, as they might hint at the next opportunity, or even you might return to the same company one day. 

How to write a resignation letter?

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:

1.    Your resignation intention and last day

The introductory paragraph indicates the statement of intent to resign and the departure date on the job.

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].

2.    Your appreciation for the opportunity

Act like a professional. Showcase gratitude and appreciation to your employer for recruiting you.

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.

3.    The handoff

Inform your employer that you intend to do your responsibilities to the greatest standards until your last work day. Make an offer to train your replacement.

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.

4.    The conclusion

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]

Related: Do you require some time off to pursue a personal interest? Read our Sabbatical Leave article.

FAQ

What is the distinction between a letter of two weeks' notice and a letter of resignation?

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 not to include in your resignation letter?

When writing a resignation letter, avoid including the following items:

• You don't have to include the reason for your departure, especially if it's negative.
• Complaints or criticisms of the company, management, or coworkers are inappropriate in resignation letters.
• There's no need to state in your letter that you'll earn more money at your new work (if that's the case). If you're hoping for a counteroffer to entice you to stay, you should have that talk in person.
• Don't use your letter to brag about how excellent your new job is or how excited you are to leave.

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: 

• Length: Most resignation letters are no more than one typed page long.
• Font: Times New Roman, Arial, or Calibri. 
• Size: 12 points.
• Format: The letter should be typed single-spaced, with a single space between paragraphs. 
• Margins and spacing: One-inch margins, single-spaced, with one line between paragraphs.
• Alignment: align your text to the left.

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.