How to Write a Resignation Letter

How to Write a Resignation Letter

So you’ve decided to move on. You’ve signed on the dotted line at your new job, and the only thing standing between you and your dream new position is submitting your resignation letter to your old one. 

While this isn’t the first step in quitting your job, it is a critical one in leaving your employment. What you write in the official document you submit to your superiors and human resources will set the tone for the rest of your tenure at this job and the future of your relationship. Consequently, it is worthwhile to invest a little time in making this two-week notice letter robust and professional. This article shows you how to get started in writing that resignation letter.

What is a Resignation Letter?

Employees who choose to leave their jobs must submit a formal resignation letter to their employer to notice that the company will no longer employ them. To put it another way, it’s a formalized way of saying goodbye.

Creating an official record of notice, providing facts about the employee’s last day, outlining any subsequent actions, and maintaining a great working relationship with the employer are goals of a letter of resignation.

The Fundamentals of Composing a Resignation Letter

There’s no need to sugarcoat or get creative initially; identify the position you’re retiring from and the date on which your resignation will take effect. While you’ve undoubtedly discussed your reasons for leaving with your employer, you don’t need to go into detail about them here. Keeping it basic is entirely acceptable.

It’s usually a good idea to express gratitude to your employer for the chance while also highlighting some of the critical things you’ve appreciated and learned while working there. Remember that you may need to contact these individuals for a reference in the future, so leaving things on a good note will leave a positive impression.

Last but not least, express your desire to assist with the transfer. You don’t have to go into great depth (and you shouldn’t make any promises you can’t keep). Still, a few sentences expressing that you’ll see that your responsibilities are completed smoothly will demonstrate that you intend to stay in the game to the very end.

What Not to Include in your Resignation Letter

Irrespective of the reasons for your resignation, you should communicate this decision to your employer professionally and respectfully. You should not include complaints about the company, your manager, or coworkers in resignation letters because they are considered professional documents. Only add the facts provided above and maintain a positive or matter-of-fact tone throughout the document to make it professional.

How to Write a Letter of Resignation 

Here’s how to create a resignation letter that can help you leave your current employment with as little hassle as possible:

Step 1: At the top of the page, write your name and address

Use a centered list at the top of the page to display your name and address, as recommended by good business letter formatting guidelines.

Step 2: Make sure to include the date

You should align the date on which you submit the letter to the left of your address. It is critical to include the date since your company’s human resources department will utilize it to officially commence your notice period after you have given your notice.

Step 3: Provide the company’s physical address

When listing your company’s address, use professional business letter formatting. Put the company name on the first line, followed by the street address, city, and ZIP code, as seen in the example below:

Step 4: Address your boss by their first and last name

Are you having trouble figuring out how to address your resignation letter? Usually, you should address your manager, but if it is required, you can address the entire unit, team, department, or organization.

If you and your supervisor are acquainted on a first-name basis, address them by their first name. Otherwise, use their professional title and last name to address them properly.

Step 5: Inform your employer that you wish to resign.

It is unnecessary to be concerned about how to begin your resignation letter. State that you are withdrawing your resignation from the first sentence. They will appreciate your directness in dealing with their concerns.

Step 6: Schedule your last day of work.

Inform your employer of the particular day on which you intend to leave. This allows them to begin planning their next moves right away, and it relieves you of the tension of not knowing when you’ll be able to get out of the building.

Step 7: Specify your reasons for leaving the company (optional)

Provide specific reasons for your departure in the body of your resignation letter. Acceptable reasons range from general health concerns and the desire to spend more time with family to relocation, retirement, and a change in professional path listed below.

However, you are not obligated to share your reasoning if you choose not. A resignation letter is not the most fantastic place to express your dissatisfaction with substandard management or to divulge confidential information about yourself.

Finally, express gratitude to your employer.

The following is an example of how to conclude your resignation letter:

Step 8: Put your signature on it

To sign your resignation letter on paper, place your signature above the typed version of your name. However, for a letter of resignation attached to or placed in the body of an email, all that is required is your typed name.

Resignation Letter Best Practices

When delivering your resignation letter to your supervisor, it’s vital to remember what you should and shouldn’t do to ensure that your resignation is accepted. Here are the essential items to remember and best practices to follow.

Dos:

  • Deliver both a physical copy with your signature and an email copy of the document.
  • Discuss the closing details of your employment with your employer (the last few days on the job)
  • Offer to assist in the transition of the function to another employee inside the organization.
  • Give the required amount of warning (the number of days will be listed in your original employment agreement)

Don’t: 

  • Making negative remarks about the company or any of its employees
  • For the duration of your notice period, you are refusing to come into work and work (unless you are asked not to come back)
  • You’re bragging about this incredible new work opportunity you’ve discovered.
  • Avoiding your employer and refusing to discuss transition plans are two examples of avoidance.
  • Persuading coworkers that they should also resign is a difficult task.
  • Disseminating rumors or false information

 

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Resignation Letter Templates

Below are sample resignation letter templates with the basic information necessary to include when resigning from any company.

Resignation Letter Examples With a Reason

While it’s not required to include why you are resigning from a company, you might prefer to explain the reason for your departure in more detail. Here are a few sample paragraphs that describe common reasons for resigning:

Resignation due to a better opportunity

“I am writing to inform you that I have accepted a position at a company that I feel is a better fit for my career. Please take this note as my formal resignation from ABC company. My last day will be two weeks from today, [insert last day of work].

While I will be moving on to a new position, I am deeply grateful for my opportunities to grow and learn during my time here.”

Resignation Due to Relocation

“Please accept this as my formal resignation from XYZ Company. My last day will be [insert your final day of work], two weeks from today. I will be relocating to Chicago in the coming months to be closer to family.

Thank you for the opportunity to learn and grow in the accounting department–I hope to find a new position with equally inspiring, helpful, and kind colleagues. I wish the company success in the future.

Please let me know of the ways I can help make the transition as smooth as possible.”

Resignation to Family Reasons

“Please accept my resignation, effective [insert your final day of work]. As you know, my family welcomed our second child last month. After my parental leave ends, I would prefer to stay home with my children and focus on my family’s needs.

Thank you for understanding, and please let me know if I can be of any assistance during this time.”

If your reasons are not specific to having children, or you’d prefer to remain vague, try this version:

“I am writing to inform you that next month, I must resign from my role at Company XYZ. Family circumstances require my full attention at this time and leave me unable to continue in this role.

I will be available over the next month to assist with the transition.”

Resignation Due to a Change in Career

“Please accept my resignation effective [your final day of work]. I have accepted a position at a [insert your next company type] and look forward to the new direction of my career, even though I will miss my work with you.

Thank you for the support and the opportunities over the past [insert time you were at the company].

Please let me know if you need any assistance during this transition and how I can help over the next few weeks.”

Note that this example includes mentioning an industry, not a specific company. There is no need to include the name of your future employer in your resignation letter.

Resignation Due to Returning to School

“Please accept my resignation effective [insert your final day of work]. Next month, I will enroll in graduate school and need to resign from my role at Company XYZ.

I want to thank you for all of the great opportunities while working on this team. The learning experiences and skills I have developed while at Company XYZ have laid the ideal foundation for this new stage in my life at graduate school.

Please let me know if you need any assistance during this two-week transition. Thank you again for all of the positive experiences over the past [insert time you were at the company], and I look forward to staying in touch.”

Conclusion

There are various reasons for leaving a job, including the need to spend more time with family or accepting a position with another company in another industry. Writing a resignation letter should be less complicated than you think with the methods and templates we’ve supplied. Please let us know if you require assistance drafting your resignation letter in the comment area.

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