How To Write A Resignation Letter [Format And Examples]

This is a complete guide about How to Write a Resignation Letter for work, including Resignation letter format, examples, and a free template:

Decided to quit your job? There’s just one (not so) little thing you have to do before you can pack your things and leave, and that is – You need to resign from your current job, and so you need to know how to write a resignation letter.

By the end of this article, you’ll see why a resignation letter is important when to write one and what to write (as well as what not to write!) in it.

We have several examples of resignation letters, and as a special bonus, we’ve added a free template for you to use, along with extra tips for writing a great letter.

Complete Guide To Resignation Letter Format

A resignation letter is a formal declaration of your intention to leave your current position and is an official document that records the end of your employment with the organization.

It is usually written after you have informed your employer in person who you plan to leave.

A resignation letter must include the following basic information:

• Statement of resignation.
• Last day of employment.
• Statement of gratitude.
• Offer to assist with the transition.

Why Is A Resignation Letter Important

It is important because of the following reasons:

#1) Professional courtesy: Write a resignation letter because it is a professional thing to do. It officially gives notice to the employer of your imminent departure, so he can find a replacement to take on your professional duties and responsibilities. A thoughtfully written letter could ensure you leave on a positive note.

#2) HR requirements: It may be a mandatory step in the processing of your final paycheck and any outstanding benefits. An employment resignation letter may also be required as evidence that the individual left a position voluntarily, as opposed to being fired from it.

#3) Efficient transitioning: Your resignation letter will help facilitate a smooth transition as it informs your employer of your last day of employment, allowing them to prepare for your departure.

When To Write A Resignation Letter

[image source]

One key question you need to consider before looking at how to write a resignation letter for work is–When should you submit a resignation letter?

It is customary to ‘give notice’ when you resign, i.e. you have to ‘notify’ your employer that you plan to leave your job on a specified date, so they can prepare for your departure. The time from the submission of the letter to your final working day (which you will specify in the letter) is the notice period.

A notice period may sometimes be specified in your contract, but it is also a matter of professional courtesy–a way for you to cultivate a good relationship with your employer, one that may last even after you have moved on. The notice period you need to or can serve depends on when you submit a resignation letter.

Types Of Notice

It is of the following types:

#1) Two Weeks’ Notice: Standard practice is two weeks’ notice. This is the bare minimum time that is sufficient for your employer to make the arrangements to find a replacement to take on the duties and responsibilities of your role. It will also allow you time to wrap up your desk, say farewell to your colleagues, and help ease the transition for your employer.

#2) Short or No Notice: You may not be able to give two weeks’ notice, or any at all, for several reasons:

• A personal emergency.
• It could harm your mental health.
• Your workplace may be unsafe.
• Your salary may have been withheld.
• You are being pressured to carry out some unethical activity.

When deciding whether to shorten or omit the notice period, consider the financial implications of such a step, and the impact it may have on your future employment prospects.

Recommended Reading => Useful Tips to write a Letter of Recommendation

How To Write A Resignation Letter For Work

An employment resignation letter is an official communication. As such, the letter format is based on that of a standard business letter.

The resignation letters format follows this order of information:

• Return address: Your name and address, unless you use your personal letterhead.
• Date: month-day-year or MMDDYYYY is commonly used in the US, for example, October 5, 2021, or 10-05-2021
• Recipient’s details: The employer’s name and address, in this case, your direct supervisor; include their title, position, and their professional address.
• Salutation: Keep it simple; write the same name as in the recipient’s details, along with a personal title, for example, Dear Mr. Smith
• Body: This is where you write your statement of resignation and the main contents of the letter.
• Closing: Like the salutation, keep it simple, for example, Thank you, or Yours sincerely, followed by your signature and name.

Some organizations use their own formats, so before writing your letter, find out from your direct supervisor or the HR department if there is already an existing resignation letter format you are required to use.

What To Include In A Resignation Letter

Now that you are familiar with the format, let’s look at what to include in the letter’s body.

#1) Statement of resignation

Begin with the fact that you are resigning. You must make a formal statement declaring your intention to resign because this letter will go on record in your employment file, and is an important step in the exit process.

#2) Last day of employment

Clearly state your last working day. Your employer needs this information so they can prepare for your departure, by advertising your position to find a replacement, interviewing candidates, training new recruits, etc.

#3) Statement of gratitude

Say thanks for any opportunities for learning or growth that you received at the organization. You can make a graceful exit by showing appreciation for the support you received from your colleagues and employer.

#4) Offer to assist with the transition

Offering help with the transition, the organization may appreciate it, as it isn’t easy finding someone qualified and experienced. You are not obliged to assist with the transition, but if you do, you’ll leave on better terms.

#5) Make it personal

You’ve seen the basic elements that must be included when writing a resignation letter. You can, however, make it more personal, by adding the following information, if you wish to:

• Share your contact details, and let your boss know that you’d like to continue your professional relationship after you’ve moved on.
• Tell them why you are leaving, including a few specifics about your reason, which may be relocation, a career change, or further studies, etc.

Recommended Reading => Get to know how to write a Two Week Notice Letter

Reasons For Resignation

Writing a reason is optional, but most employers would find it helpful to know why you are leaving so they can improve their systems and processes, or their environment.

You may leave an organization for any number of reasons, including:

• Better opportunities
• Organizational changes
• Relocation
• Personal/family reasons
• Career change
• Further studies

It is possible to explain your departure without writing anything negative about your employer – it’s just a matter of using the right turn of phrase. We have several examples of resignation letters to give you ideas on how to explain your reasons for leaving with grace and positivity.

What Not To Write In A Resignation Letter

You should be equally mindful of what you don’t include in a resignation letter because you’ll want a reference letter. You also don’t want to gain a reputation for having a bad attitude in your professional network. And you might return to the organization if they make you a better offer, so don’t burn any bridges.

Here are some ‘Don’t’ of writing a resignation letter:

• Don’t write a saga explaining your reasons for leaving. You might want to rub it in your boss’ face that you are moving to greener pastures – higher pay, better benefits, that promotion he always withheld from you, but don’t. You’ll have the opportunity to discuss such matters in person with your boss before you go.
• Don’t complain. A resignation letter is not the place for you to vent your frustrations and talk about negative experiences. Most organizations have a structured exit process that includes allowing you an opportunity to discuss why you are leaving, and share your complaints about your boss, colleague, or anyone else in the organization.
• Don’t write anything negative about your boss or your colleagues. Remember that this is an official document that will stay in your employment file. Criticizing your boss or your coworkers will reflect poorly on you if you ever return to the organization, and make you seem like a terrible team player.
• Don’t include unnecessary information about your future plans. There’s no need to mention details about the company you’re joining, how much they’re paying you, or your new incentives package. None of this information needs to go on record.

Suggested Reading =>> Effective Ways To Apply For Your Next Job

Examples Of Resignation Letters

Use these examples to help you write an employment resignation letter based on your own reasons for leaving, the length of your notice period, and the industry you work in. (Don’t forget to add your return address at the top, followed by the date on which you’re submitting the letter, and the recipients’ details, all before the salutation.)

Example 1: Industry: Information technology

Notice period: Standard i.e. two weeks’ notice

Reason for leaving: Better opportunities

Dear Mr. Smith,

I would like to notify you of my intention to resign from my position as Senior Software Tester at XYZ IT Company. My last working day will be June 30, two weeks from today.

I have been offered the role of Test Lead. This is an exciting step up for me in terms of challenges and responsibilities. This position will not be available to me here for quite some time, so I feel I cannot turn down this opportunity for professional growth.

I am available for another fortnight to assist you through this transition period and would be happy to answer any questions you might have as you look for a replacement.

Thank you once again for your support, and for making my time at XYZ IT Company a pleasurable and fruitful experience.

Yours sincerely,

(signature on printed letter)

Jane Doe

Example 2: Industry: Healthcare

Notice period: No notice

Reason for leaving: Personal or family reasons – unspecified.

Dear Dr. Smith,

Please accept this letter as notice of my resignation from my position as Staff Nurse at XYZ City Hospital’s Oncology Department, effective immediately.

I regret I cannot serve out a notice period on account of a family medical emergency that requires my immediate and full attention.

Working at XYZ City Hospital has been a very fulfilling experience. I learned a lot about preventive practices and symptom management for oncology patients, and wish the residents and staff all the best for the future.

Please let me know if there are any formalities to be completed towards the processing of my final paycheck. Thank you for all your support.

Yours sincerely,

(signature on printed letter)

John Doe

Example 3: Industry: Education

Notice period: One month’s notice

Reason for leaving: Retirement

Dear Mrs. Smith,

I am writing to inform you that I will retire from my position as Head of History, effective September 30, 2021.

It has been a most rewarding experience working at XYZ School, and I am deeply grateful for the support the school has shown me over the last twenty-five years. I’ve had the good fortune of working with some of the best teachers in the district, and between my colleagues and my students, coming to school every day has been an absolute pleasure.

Over the next month, I will complete all my reports, and prepare for a formal handover. If there is any other way that I can help make this a smoother transition, please do not hesitate to let me know.

Although I am looking forward to retirement, I know will miss the school, my fellow teachers, and my students. I am confident, however, the relationships I have built here will endure this farewell.

Thank you,

(signature on printed letter)

Jane Doe

Example 4: Industry: Hospitality

Notice period: Short i.e. less than two weeks’ notice

Reason for leaving: Organizational changes

Dear Ms. Smith,

Please accept this as my formal resignation from my position as Pastry Chef at XYZ Hotels, effective August 16, 2021. While my contract requires me to work until the end of the month, I would be obliged if you could release me from my commitment by the end of this week.

As much as I have enjoyed my time here, the recent merger has changed my position at XYZ Hotels. I, therefore, feel it would be best for my career if I seek out a position that allows me to focus solely on the preparation of desserts.

Please accept my apologies for the short notice, and do let me know how I might help with the transition over the next few days.

Thank you for your understanding.

Best,

(signature on printed letter)

John Doe

Example 5: Industry: Sales & marketing

Notice period: Not applicable

Reason for leaving: Personal or family reasons – maternity leave

Dear Mr. Smith,

I would like to inform you that I am resigning from my position as Digital Marketing Manager from XYZ Company, effective May 10th, 2021.

As you know, I gave birth to my second daughter last month. After much deliberation, I’ve decided that after my maternity leave ends, I would prefer to stay at home with my children and focus on my family’s needs.

I appreciate the opportunities for learning and development that I have received at XYZ Company and am especially thankful to have had a mentor like you, who helped me grow from my first position as Sales Executive to a management position. I wish the company every success in the future.

If there is anything I can do to facilitate a smooth transition, please let me know. Feel free to reach out to me over email with questions. I’m also available to come into the office for a day to officially hand over all relevant contacts, documentation, and any other information you need.

Thank you once again for the opportunity, and I look forward to staying in touch with you.

Sincerely,

(signature on printed letter)

Jane Doe

Example 6: Industry: Finance

Notice period: No notice

Reason for leaving: No reason

Dear Ms. Smith,

I am writing to resign from my position as Staff Accountant at XYZ & Co., effective tomorrow. Although I am required to work out a notice period, I request you to relieve me of this contractual obligation immediately. I will assume this is acceptable unless I am informed otherwise.

Do let me know if I can help with the transition.

Regards,

(signature on printed letter)

John Doe

Example 7: Industry: Volunteer position

Notice period: Not Applicable

Reason for leaving: Further studies

Dear Mr. Smith,

It has been a great pleasure volunteering at the XYZ Community Center, but this will, unfortunately, be my last month here.

I have secured a place on Some University’s Master of Arts program, and my class schedule next term will not allow me to commit to the time required at the center. I sincerely apologize for any inconvenience this might cause.

I appreciate the opportunity to volunteer my skills at the center and wish you and the other members of the XYZ Community Center all the very best for the future.

Respectfully yours,

(signature on printed letter)

John Doe

Example 8: Industry: Freelance position

Notice period: Not Applicable

Reason for leaving: Career change

Dear Ms. Smith,

I am writing to inform you that I will not be renewing my contract as Freelance Graphic Designer with XYZ Agency, after the completion of the current project, which will end on August 20, 2021.

I am joining a Fine Arts college as Assistant Professor for Mixed Media Art. I am looking forward to the new direction my career is taking me, though I will miss working with you.

It has been a pleasure, and I wish you good luck in the future.

Best wishes,

(signature on printed letter)

Jane Doe

Basic Template Of Resignation Letter

You can easily customize this template for your specific context to write the perfect resignation letter:

[Return address i.e. your details]

Name

Address

Phone Number

Email

[Date]

MMDDYYYY (US) / DDMMYYYY (UK)

[Recipient’s address i.e. your boss’ information]

Name

Job title

Organization

Address

[Salutation]

Dear Mr./Ms. (Boss’ last name),

[Statement of resignation]

I am writing to inform you that I am resigning from my position as (Job title) at (Name of organization), effective [Last date of employment].

[Statement of gratitude]

I am truly grateful for the opportunities for professional development that you have provided me, along with your support and guidance.

[Offer to assist with transition]

Please let me know if there is anything I can do to help make this a smooth transition.

[Making it personal]

I have enjoyed my time here at (Name of organization), and hope we can stay in touch.

[Closing]

Yours sincerely,

[Your Signature – print the letter and sign]

[Your Name – typed]

Tips For Writing A Good Resignation Letter

• Personally inform your employer. Do this before you submit the letter of resignation. It will help you maintain a respectful and cordial relationship with your employer.
• Keep it positive. Although you may have had some unpleasant experiences during your employment, stay positive in your resignation letter. Offer helpful advice, and write in an optimistic, not critical, tone.
• Keep it professional. Use polite language, and keep in mind that this letter will go on record. This will be your employer’s final impression of you and could play a role in the reference they give you.
• Keep it short. Leave out any unnecessary information. Don’t ramble on; any explanations you feel compelled to give can be given in person to your boss.
• Planning for a swift departure. You should note that your employer is not obliged to accept your offer of notice and may choose to terminate your employment immediately. So be prepared to leave when you submit your resignation.

Frequently Asked Questions

Q #1) How do I write a resignation email?

Answer: You should send a resignation email only if it isn’t feasible for you to inform your boss in person that you wish to resign. It is similar in tone and content to an employment resignation letter, with two crucial differences.

1. You don’t need to write a return address.
2. You don’t need to write the date, as emails include a time and date stamp.

Write a simple email subject line that indicates to the receiver what your message is about, for example, Resignation

Q #2) How do I write a resignation letter ‘with immediate effect’?

Answer: Start by mentioning when you intend to leave. Don’t go into too many details. Keep it brief, but polite. Write a few words of appreciation. Ask questions you may have about how your departure will be processed. This includes information about your final salary, incentives, any organizational equipment like laptops or phones, etc.

Finally, include your contact information so you can be reached at a later date.

Q #3) What information should a resignation letter contain?

Answer: An employment resignation letter should contain the following information:

• A statement of resignation
• Your last day of employment
• A brief statement of gratitude
• An offer to assist with the transition
• Any questions/notifications regarding the processing of the final paycheck, benefits, etc.

Q #4) When do you submit a resignation letter?

Answer: If you can, submit the letter at least two weeks before your final day of work. Ideally, this should happen after you have notified your boss of your intention to resign.

Q #5) What Is a Two Weeks’ Notice letter?

Answer: A Two Weeks’ Notice letter notifies your employer that will be leaving your job exactly two weeks from the date on the letter. It serves as a transition period where they find a replacement for your role.

Q #6) Should I inform my employer in person before I send a letter of resignation?

Answer: Telling your employer in person that you plan to resign is a matter of common professional courtesy. It shows that you respect your boss enough to intimate them in the person of your intention to leave, and will help you stay on good terms with them after moving on.

Also read =>> How to email a recruiter

Conclusion

A well-written resignation letter will go a long way in helping you foster a professional network. So, if you’ve decided to quit your job, these are the key things to remember when writing an employment resignation letter:

• Use a standard business letter format.
• Include a statement of resignation, your last day of employment, a statement of gratitude, and an offer to assist with the transition.
• You can write a reason if you want, but keep it brief, and choose your words well.