Introduction
A resignation letter is an official written communication that states your intention to leave and includes details about when and how your last day of employment will occur, along with an expression of thanks and offers of help during the transition process. An effective resignation letter requires professional courtesy and should not serve as an outlet to air grievances or vent.
A resignation letter is a formal document that an employee writes to their employer to notify them that they are leaving their job. Resignation letters are categorized as:
1. Simple two weeks’ notice resignation letter
2. Professional resignation letter
3. Formal resignation letter
4. Resignation letter for a job you just started
5. Short resignation letter
6. Immediate resignation email
7. Resignation letter when leaving on bad terms
8. Resignation letter for unsatisfactory working conditions
9. Negative resignation letter
[Your Name]
[Your Address] [City, State, ZIP Code] [Email Address] [Phone Number][Date]
[Recipient’s Name]
[Recipient’s Job Title][Company Name][Company Address][City, State, ZIP Code]Dear [Recipient’s Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].
This decision was not easy to make, and I deeply appreciate the opportunities I have had while working at [Company Name]. I have learned a great deal during my time here, and I am grateful for the support and guidance provided by you and my colleagues.
Please let me know how I can assist during the transition period. I am willing to help train a replacement or provide any other support necessary to ensure a smooth handover of my responsibilities.
Thank you once again for the opportunity to be part of [Company Name]. I wish the team continued success and hope to stay in touch moving forward.
Sincerely,
[Your Name]
Importance of a Well-Crafted Resignation Letter
An effective resignation letter serves as official documentation of an employee’s decision to leave and allows for them to leave with a positive lasting impression.
The initial paragraph should start off with an official salutation (such as, “Dear [Recipient’s Name]” or “To Whom It May Concern”) and state their full name and current position title, along with an effective date (left-align) which corresponds with any notice period required in their contract or company policy.
In the next paragraph, an employee should give a brief explanation for their decision to resign. When using this section to do this, avoid negative language that might come across negatively to recipients. Also express thanks for any opportunities provided by their employer as well as offer any help needed in making their transition as seamless as possible.
Resignation letter
Dear [Manager’s Name],
I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].
Following careful reflection, I have decided to step down from my role at [company name] to move forward in a direction that aligns more closely with my professional aspirations.
I am thankful for the opportunities and experiences provided to me during my tenure at [company name]. The valuable skills I have gained here are deeply appreciated and will undoubtedly benefit me in my ongoing professional journey.
In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.
Sincerely,
[Your Name]
Resignation letter template for pursuing a new role with a shorter commute
Dear [Manager’s Name],
I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].
I have been offered another role that will halve my daily commute and allow me to spend more time with my family outside of working hours.
I have thoroughly enjoyed my time at [company] over the last [years and months of service], and I would like to thank you for all of the opportunities I have been afforded here.
In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.
Sincerely,
[Your Name]Understanding the Purpose
Why resignation letters matter
A resignation letter is an official document to notify your employer that you’re leaving their employment, providing clarity eliminating any misunderstandings over your intentions, and creating an audit trail for future reference. Furthermore, writing one demonstrates your seriousness of purpose while adhering to appropriate protocols for handling the situation at hand.
If your job no longer fits with you or you have found another opportunity, submitting a resignation letter can help you leave smoothly while maintaining good relations with management and maintaining positive standing in their eyes. Your manager could even be willing to provide positive reviews or help find another position within their own company!
Intent – Your initial paragraph should explain clearly why and when you are resigning. Although optional, providing brief reasons for leaving should also be included; more in-depth discussions can occur directly with managers and HR.
Thank You – In the next paragraph, thank your employer and colleagues for the time spent working together. Additionally, highlight some memorable experiences you had at their company.
Assist in the transition process and offer to stay in contact, as desired. Offer to train your replacement or provide guidance and training to colleagues who will soon fill your shoes.
Negativity or Criticism – To maintain professional image and avoid creating animosity among coworkers, avoid making negative remarks in your resignation letter regarding your employer, its management or employees. Doing so could reflect badly upon you professionally while potentially sparking hostilities between coworkers.
Length – To be effective, your letter should be concise and no more than one page long. Since your manager will probably keep a copy for their records, try not to waste any space!
Before you submit your letter, take time to proofread and edit it carefully, making sure there are no grammar or spelling mistakes and that its content is well organized. If in doubt about any aspect of your letter, seek advice from a supervisor or HR representative to ensure it conforms with organizational policies. Sign and date it before giving it to its destination – don’t forget to follow up by calling your manager directly so they can share this news directly and address any concerns they might have directly!
What to include in a resignation letter
Formal notification of resignation
Last working day
Gratitude and appreciation
Offer to assist with the transition
Contact information
1. Formal notification of resignation
Resignation letters are professional ways of notifying an employer that you’re leaving their employment, providing a formal record and giving your manager enough time to find replacement personnel and make arrangements for other services. Your letter doesn’t need to include reasons for leaving; but be sure to express gratitude for any positive experiences or career development opportunities provided at the company. If your tone may come across negatively, consider using a paragraph rewording tool which allows for the replacement of negative words with more diplomatic alternatives.
Start the letter off right by greeting the reader formally, such as with “Dear Mr. Smith” or “Dear Ms. Smith.” Provide your contact details and close with an official sign-off such as “Sincerely,” or “Best regards.”
2. Last working day
Writing a resignation letter, employees should include their last working day as the subject line to help their manager quickly recognize its purpose, as well as provide an accurate timeline for events within the company.
Employees should offer to assist in any way they can with the transition, such as training their replacement and helping close out outstanding projects.
Resignation letters should avoid airing grievances about the company, your manager, or the work environment; making negative remarks in such letters could come back to haunt the individual later. Instead, it is wiser to move on professionally while leaving behind positive references for future employment purposes if pursuing future work with that employer.
3. Gratitude and appreciation
An expression of appreciation should accompany any resignation letter, regardless of why or for what reasons it was written. Always remain professional when writing this section if looking for references later.
Thank your employer for their guidance and support during your tenure, detailing projects or experiences that have contributed to both personal and professional growth.
As part of your transition, it is wise to assist with training the replacement and wrapping up any outstanding tasks, in order to ensure a seamless handover and minimize disruption of ongoing projects. Finally, share your contact details in case future collaborations become desired – leaving a good last impression and strengthening professional relationships.
4. Offer to assist with the transition
If you want to leave on a positive note, offering your assistance in the transition process could help ensure a seamless departure for all involved. This might involve training up your successor(s), wrapping up projects or making sure that no clients are negatively impacted by your departure.
Make sure that you include any insights or tips you feel would be beneficial to your successor, such as team culture, stakeholder preferences or meeting management. This will ensure a smooth handover of responsibilities as well as strengthen professional relationships for the future. When finished writing the letter, sign it with both handwritten signature and electronic version (handwriting the latter if emailing).
5. Contact information
At the conclusion of your letter, be sure to include your contact details so your employer can reach out if there are any concerns after your departure. This way they can reach you for any inquiries or issues afterward.
A resignation letter is an official document that communicates an employee’s intention to leave their employment. Ideally, HR and your supervisor should receive this document for record-keeping purposes.
No matter why you’re leaving your job – whether for better opportunities elsewhere or because the company no longer meets your needs – the resignation process must be handled professionally and with respect. With these points in mind, crafting a resignation email could ensure an amicable departure. Additionally, review the company policies regarding leaving positions before initiating transition procedures.
The Structure of a Resignation Letter
A resignation letter serves as formal notice that you intend to depart a position. It should be short and to-the-point; not intended as an avenue for airing grievances or providing more details than necessary about why you want to resign.
Start off your letter by listing your name, the date, and your manager’s information. Feel free to include either typed or handwritten signature if desired.
Header
1. Sender’s contact information
2. Date
A resignation letter should begin with a formal, left-aligning header containing your name and professional contact information. Following this should come a clear statement about why and when you are leaving; two weeks should be enough time. Furthermore, you should indicate your willingness to assist with transition processes by suggesting junior employees for promotion or reviewing resumes of external candidates.
Your manager needs to be made aware that you’re leaving. Doing so will allow them to plan for the future and retrain any replacement employees if needed. Avoid making negative remarks about your employer; especially if they will provide references later. Inclusion of a short, positive statement explaining your reasons for leaving may also help ease their concerns about losing you as an employee.
Recipient’s Information
1. Name
2. Title
3. Company name
Resignation letters are formal notifications sent by employees to their employers notifying them of their intent to leave the organization. Letters should be addressed directly to a supervisor or HR department and written professionally for maximum effect.
Your resignation letter should include several key pieces of information: Your name and the date you plan on leaving employment as well as any applicable notice period and last working day; as well as thanking the organization for giving you so many experiences and opportunities.
Make sure that the tone of your resignation letter is positive, without expressing any anger or grievances against your former employer. Doing this will serve you best, particularly if ever needed as a reference later. Sharing feedback or complaints in a constructive manner should not come back to haunt you in the future.
Salutation
A resignation letter is a formal communication that serves to officially announce your departure from an organization. Make an impactful first impression with an informal greeting such as, “Dear [Name of Recipient]” or “To Whom It May Concern,” setting the right tone and making the recipient feel valued and important.
As soon as your letter has been addressed to an employer, be sure to include your full name and contact info so they can verify if this letter really comes from you. This will also enable them to quickly read it over without mistaking who wrote it!
Your letter should provide a brief explanation for your decision to leave and express gratitude for all the opportunities and support received during your tenure with the company. You could offer assistance in the form of training a replacement employee or providing necessary resources so as to ensure ongoing projects don’t get disrupted – this demonstrates your desire to maintain professional relations with former employers.
Body Paragraphs
1. Statement of resignation
2. Expression of gratitude
3. Offer to assist with the transition
Staying brief and straightforward when writing your resignation letter is key. In the opening paragraph, declare your intent to resign and provide an exact date of when you will depart so your manager has enough time to find a replacement or alter any ongoing projects that need adjustment.
Provide assistance and contact details should your manager have any queries or issues after your departure, to demonstrate your commitment to making this transition as painless and seamless as possible for all involved.
Closing
1. Farewell message
2. Signature
Finally, express your thanks to your employer and express that you’re thankful for having worked with them and emphasize how grateful you are that your time with the organization was worthwhile. Doing this will help maintain positive relations which could come in handy should you ever need a reference or return in the future – conclude your letter with something like “Sincerely,” “Best regards,” etc.
Tips for Writing a Professional Resignation Letter
An effective resignation letter can make all the difference should you ever decide to return or need references later on. Keep your emotional feelings for face-to-face meetings instead.
Your resignation letter should clearly state your intention to leave, as well as provide details of when your last day will be. Here are some helpful suggestions on writing the perfect resignation letter:
A. Keep it concise and to the point
B. Use a professional tone
C. Avoid negativity or criticism
D. Proofread for errors
E. Seek feedback if necessary
Keep it concise and to the point
If you are leaving your job, you must do so on good terms. You never know when a reference might come up or when there’s the chance of rejoining in the future – therefore staying cordial through your resignation letter is one way of showing this and should avoid airing any grievances within it.
Professional resignation letters typically contain only a few sentences, so your message must remain brief and succinct. While it’s tempting to complain about co-workers or managers in this letter, it would be more appropriate for an exit interview to discuss such grievances.
Your resignation letter doesn’t need to detail why you’re leaving; however, if you choose to do so make it positive such as starting a new job or going back to school. Use this opportunity to thank your employer for the experience as well as express appreciation if there were particular aspects of working there that you found enjoyable.
Finally, offer to assist your employer with the transition process. This may include training a replacement employee or creating transition materials; showing your appreciation and helping ensure a seamless transition can only make things better for everyone involved.
Use a professional tone
Resignation letters can be emotional documents, yet it is vitally important that they maintain professionalism. Now is not the time to air grievances against coworkers or make negative comments about your former workplace; after all, these people could serve as references in future jobs and you don’t want to damage professional relationships with them.
Not the place for bragging about your new job or salary! Instead, focus on why and how you are leaving the position while showing gratitude for what has been learned as part of this experience. Also, mention any positive developments at work during your tenure such as enhanced skills or any other positive aspects.
Your formal letter should include your name and contact information, an explanation for why you’re leaving, as well as your last day of work. Although it’s not required, providing reasons is welcome if desired.
Offer to assist with the transition process by training or wrapping up projects as part of your transition, showing your dedication to teamwork and the company. Of course, this should fit within your capabilities and schedule; providing some form of help will keep the transition smooth while increasing the odds that positive references will come your way later on.
Avoid negativity or criticism
Writing an effective resignation letter means avoiding negativity or criticism, even though this can be tempting. Although venting frustrations or airing grievances may feel satisfying at the time, doing so could damage your professional reputation and cause future employers to question if you are right for their company. Furthermore, using negative language in your resignation letter could cause bridges to be burned preventing former supervisors from supporting you in future job applications or references.
Personal comments regarding your work experience should be saved for face-to-face conversations with coworkers. Even if it was an excellent job with an outstanding supervisor, keeping the tone neutral allows you to leave an excellent final impression and allows your boss to move on without worrying about how or why you left.
End your letter on a positive note by expressing gratitude and wishing the company well, offering to assist with transition processes by completing outstanding projects and training your replacement, showing that you care about their organization even as your career moves in another direction. Finally, sign your letter officially with expressions such as “Sincerely” or “Best wishes,” to show professionalism and make it more formal.
Proofread for errors
No matter the circumstances, leaving a job can be an emotional ordeal. To remain professional and leave on a positive note, whether due to poor management or personal issues you must depart on, writing a well-crafted resignation letter can help ease this transition process and ensure an honorable departure.
Letters should be addressed directly to your manager, clearly outlining your intent to resign and your last day of employment. Resignation letters typically don’t need to be any longer than one typed page and should use standard margins and spacing with professional font. It may be beneficial to include personal/forwarding contact information so you can stay in contact once leaving.
Some employees find it more comfortable to discuss their decision to depart with their manager directly and then write a formal letter outlining its key points later on. This allows them to ensure their letter doesn’t offend anyone while also giving them the chance to express gratitude for any positive experiences during their time there.
Avoid using any inciting language when writing your letter of resignation, as doing so could be misread or cause an emotional response from management and coworkers. Fracturing relationships could also prove to be detrimental in terms of references or networking opportunities in your new field.
Sample Resignation Letter Templates
9 resignation letter templates
Simple two weeks’ notice resignation letter
Professional resignation letter
Formal resignation letter
Resignation letter for a job you just started
Short resignation letter
Immediate resignation email
Resignation letter when leaving on bad terms
Resignation letter for unsatisfactory working conditions
Negative resignation letter
Simple two weeks’ notice resignation letter
Professional resignation letter
[Your Name]
[Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date] [Supervisor’s Name] [Company Name] [Company Address] [City, State, ZIP Code]Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [two weeks from today’s date]. Please consider this letter as my official notice in accordance with the terms of my employment contract.
I am grateful for the opportunities for professional and personal growth that I have had during my time at [Company Name]. I have enjoyed working with the team and contributing to the company’s success. However, after careful consideration, I have decided to pursue a new opportunity that aligns more closely with my long-term career goals.
I want to assure you that I am fully committed to ensuring a smooth transition during my remaining time with the company. I am available to assist with the transition of my responsibilities, provide training to my replacement, or offer any other assistance that may be required.
I want to express my appreciation for the support and guidance I have received from you and the entire team. I have learned a great deal during my tenure here, and I will always cherish the relationships I have formed.
Thank you again for the opportunity to be a part of [Company Name]. I wish the company continued success in the future.
Sincerely,
[Your Name]
Formal resignation letter
[Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date] [Supervisor’s Name] [Company Name] [Company Address] [City, State, ZIP Code]Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [two weeks from today’s date]. Please accept this letter as my official notice in accordance with the terms of my employment contract.
I have thoroughly enjoyed my time working at [Company Name] and am grateful for the opportunities for professional and personal growth that I have had during my tenure. However, after careful consideration, I have decided to move on to new challenges and opportunities.
I want to assure you that I am fully committed to ensuring a smooth transition during my remaining time with the company. I am available to assist with the transition of my responsibilities, provide training to my replacement, and offer any other assistance that may be required.
I want to take this opportunity to express my gratitude to you and the entire team for your support, guidance, and camaraderie throughout my time at [Company Name]. I have learned a great deal and will always cherish the experiences and memories from my time here.
Thank you again for the opportunity to be a part of [Company Name]. I wish the company continued success in the future.
Sincerely,
[Your Name]
Resignation letter for a job you just started
[Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date] [Supervisor’s Name] [Company Name] [Company Address] [City, State, ZIP Code]Dear [Supervisor’s Name],
I am writing to tender my resignation from my position as [Your Position] at [Company Name], effective immediately. After careful consideration, I have come to the difficult decision that this role is not the right fit for me at this time.
I want to express my sincere gratitude for the opportunity to join [Company Name] and for the trust and confidence you placed in me. However, upon further reflection, I have realized that I underestimated the challenges associated with this role and do not feel that I am able to perform at the level of excellence that both you and the company deserve.
I deeply regret any inconvenience my decision may cause, and I am committed to assisting with the transition to minimize any disruption to the team. I am willing to provide assistance with the handover of my duties and to ensure that all outstanding tasks are completed to the best of my ability.
I want to thank you and the entire team for your understanding and support during my brief time with the company. I have learned valuable lessons from this experience that I will carry forward in my future endeavors.
Once again, I apologize for any inconvenience my resignation may cause, and I wish [Company Name] continued success in the future.
Sincerely,
[Your Name]
Short resignation letter
[Your Name] [Your Position] [Company Name] [Date]Dear [Supervisor’s Name],
I am writing to inform you of my resignation from my position as [Your Position] at [Company Name], effective [last working day, typically two weeks from the date of the letter].
I appreciate the opportunities I’ve had at [Company Name] and have enjoyed working with the team.
Thank you for your understanding.
Sincerely,
[Your Name]
Immediate resignation email
Subject: Immediate Resignation – [Your Name]
Dear [Supervisor’s Name],
I hope this message finds you well. I am writing to inform you of my immediate resignation from my position as [Your Position] at [Company Name].
After careful consideration, I have come to the difficult decision that it is in my best interest to resign from my position effective immediately. I apologize for any inconvenience this may cause and understand the urgency of the situation.
I want to express my sincere gratitude for the opportunities I’ve had at [Company Name] and for the support of my colleagues and management team during my time here. I have learned a great deal and am grateful for the experience.
I am committed to ensuring a smooth transition and am willing to assist with any necessary handover of my duties. Please let me know how I can be of assistance during this transition period.
Thank you for your understanding.
Sincerely,
[Your Name]
Resignation letter when leaving on bad terms
Subject: Resignation Letter – [Your Name]
Dear [Supervisor’s Name],
I am writing to formally tender my resignation from my position as [Your Position] at [Company Name], effective [last working day, typically two weeks from the date of the letter].
While it is regrettable that my time at [Company Name] must come to an end under less than ideal circumstances, I have made this decision after careful consideration of my well-being and professional interests.
I want to acknowledge the challenges that have led to this decision and express my disappointment with the circumstances surrounding my departure. However, I believe it is in the best interest of all parties involved to part ways amicably and move forward.
Despite the challenges, I am grateful for the opportunities I have had at [Company Name] and for the experiences that have contributed to my professional growth. I want to thank you for your guidance and support during my time here.
I am committed to ensuring a smooth transition and am willing to assist with the handover of my responsibilities to ensure minimal disruption to the team.
Thank you for your understanding.
Sincerely,
[Your Name]
Resignation letter for unsatisfactory working conditions
Subject: Resignation Letter – [Your Name]
Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name], effective [last working day, typically two weeks from the date of the letter].
After careful consideration, I have decided to resign due to unsatisfactory working conditions. Despite my efforts to address these concerns, the situation has not improved, and I believe it is in my best interest to seek opportunities elsewhere.
I want to emphasize that this decision is not made lightly. I have tried to work through the challenges I have faced, but unfortunately, the working conditions have become untenable.
I want to express my gratitude for the opportunities I have had at [Company Name] and for the support of my colleagues during my time here. However, I believe it is in my best interest to move on to a work environment that better aligns with my needs and expectations.
I am committed to ensuring a smooth transition and am willing to assist with the handover of my responsibilities to ensure minimal disruption to the team.
Thank you for your understanding.
Sincerely,
[Your Name]
Negative resignation letter
[Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Date] [Supervisor’s Name] [Company Name] [Company Address] [City, State, ZIP Code]Dear [Supervisor’s Name],
I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [last working day, typically two weeks from the date of the letter].
It is with a heavy heart that I make this decision, as my experience at [Company Name] has been far from what I had hoped for. Despite my best efforts and dedication to my role, I have consistently encountered challenges that have made it difficult for me to thrive in this environment.
I have experienced [briefly mention specific issues or concerns, such as lack of support, inadequate resources, or unhealthy work culture]. Despite raising these concerns in the past, I have seen little improvement, and it has become increasingly clear to me that my professional growth and well-being are not being prioritized.
While I had hoped to contribute positively to the success of [Company Name], I believe that it is in my best interest to seek opportunities elsewhere where my skills and contributions are valued and respected.
I want to thank you for the opportunities I have had at [Company Name] and for the support of my colleagues during my time here. I sincerely hope that the issues I have encountered can serve as valuable feedback for improvement within the organization.
I am committed to ensuring a smooth transition and am willing to assist with the handover of my responsibilities to ensure minimal disruption to the team.
Thank you for your understanding.
Sincerely,
[Your Name]
Frequently Asked Questions About Resignation Letters
Is a resignation letter mandatory?
However, if you want to leave on good terms without burning bridges, a resignation letter is an effective way of informing your employer of your decision. These letters typically outline your intention to depart, including when and why it will occur. It should also express any appreciation you have for their organization as well as thanking them for any opportunities and offering your best wishes going forward. When leaving on good terms it’s also important to discuss any remaining responsibilities and how they will be delegated accordingly.
Resignation letters often provide extensive details as to why an employee is departing; however, this isn’t necessary. A lot of details may be misconstrued by your company and cast an undesirable light upon your departure. Experts advise focusing on only key points; for example if leaving for another job because it offers higher pay or better benefits would be an appropriate reason; similarly if seeking change is what brings you over from this one.
Should I mention the reason for resigning?
If it becomes necessary to explain your resignation on an application or during an interview, keep it brief and to the point. Hiring managers don’t want to hear all about it – they only want enough details that demonstrate why it makes sense for you.
Avoid discussing past employers or companies negatively when speaking with hiring managers. Instead, focus on how well the experience went for you and where your career stands now.
Use this opportunity to get feedback from the departing colleague that could improve the workplace for future employees. Furthermore, offer support during their transition period and show your genuine excitement as they embark on their next challenge – this will leave a positive experience and show that you’re an attentive leader.
Can I resign via email?
Your resignation email should begin by addressing the supervisor directly and using their title, and including both your own name and contact info so it can be traced back to you. Next, provide an easily understandable subject line so your employer knows why you are writing them, followed by writing your letter.
You should provide a brief explanation about why you’re leaving to ease the transition and make things smoother for both parties involved. Make sure to mention any unused vacation or employee benefits you are eligible for and ask your employer for references or assistance as appropriate.
Finally, when closing the letter it’s essential that you thank both your employer for their help and offer assistance. If possible attach the full resignation letter as a PDF so it can be easily read and printed by your boss. Furthermore, make sure you proofread for spelling and grammatical errors prior to sending. CC the HR department to ensure they get a copy for their personnel files.