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How to Write a Resignation Letter (with Examples + Templates)

How to Write a Resignation Letter (with Examples + Templates)

Ben Temple
Ben TemplePublished on: November 18, 2020
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Once you have made the difficult decision to leave a job, writing a letter of resignation can seem like a formality that doesn’t require much attention. You might have already told your boss that you are leaving, so telling them again in a letter may be unnecessary. Letters of resignation are more than just notification that you are quitting, however. A strong resignation letter is a great way to express your gratitude for your time at the company and to ensure that you leave on good terms.

What is a letter of resignation?

A resignation letter is a brief, formal letter officially stating your intention to resign from your current position. It is a way for you to inform your boss or manager that you will be quitting your job.

Resignation letters are not mandatory, but they can be a good way of making your departure official. Your letter can make the reasons for your departure clear and ensure that there is a paper trail documenting your decision. The company may also want to keep a copy of the letter with their HR department.

Beyond informing your boss of your departure, your letter of resignation should also note the last day of your employment, express gratitude for your time at the company, and make sure you leave this role on good terms with the employer.

A resignation letter usually comes after you have told your boss you are leaving, but if it’s your first notice you should make sure your boss receives it two weeks before your last day. This is the timeline most employers expect, and it should give both you and the company enough time to hand off your position. Ensuring that the transition is smooth is an important part of maintaining a good relationship with the company.

How to write a letter of resignation

Resigning isn’t easy, and you may not know what to say in your letter. Follow these six steps to write a strong resignation letter that has the right information and strikes the right tone.

1. Open your letter of resignation politely

Begin your letter of resignation with a formal greeting. This is a professional correspondence, and should have an appropriate tone. Even though you’re leaving this position, it’s important to make sure you treat your departure with the same professionalism you treated the job itself.

Be sure to include the name of the person you are addressing the letter to and the date you are sending it, as well as the company’s name. Address your boss with the familiarity they expect, whether that’s their first name or a more formal title.

2. State your intention to resign

Right at the top of the letter, state your intention to resign. Something as simple as "Please accept this letter as notice of my resignation" or “I hereby submit my resignation as [your position here]" will work. It should be clear why you are writing and what you intend to do.

3. Give a timeframe for your departure

Make sure your letter of resignation includes the date you will be leaving the job. Giving two weeks of notice before you leave is the common courtesy.

Your employer will be able to prepare for your departure more effectively if they know the last day you will be working. This courtesy helps out your employer, and allows you to leave on the best possible terms.

4. Express gratitude for the experience

There are many reasons to leave a job, some negative and some positive. Either way, your letter of resignation should show gratitude for the experience. Even if your time at the company was unpleasant, it’s in your career’s interest to maintain good relationships with previous employers. Try to think of something you learned, something you enjoyed doing, or something you can thank your employer for. Make them feel appreciated so they think of you fondly.

5. Offer to help

End your resignation letter by indicating that you are happy to make the transition as smooth as possible, whether it is by training your replacement, handing off your responsibilities to a colleague, or something else. You may be leaving, but you can still be helpful.

6. Close your letter politely

End your letter of resignation with a simple and polite farewell, such as “Sincerely”, “Kind Regards”, or “Thanks”, followed by your name.

Resignation letter example #1

Dear Sam,

Please accept this letter as my official resignation from PowerTrain Technologies. My last day of employment will be Friday, January 29. I will do everything I can to ensure that my projects are completed and my responsibilities are handed off before I leave.

I would like to thank you for the opportunity to work at this company, and for the support you have given me as I learned and improved in my time here. My experience at this company has made me a better data analyst, and I will miss working with this team.

Please let me know if there is anything I can do to help the transition before my departure. I hope we can stay in touch.

Thank you,

Taylor Richards

Resignation letter example #2

Dear Mr. Steve Phillips,

Please accept this letter as formal notice that I am resigning from my position as Marketing Manager with Digital Dog Media. My last day will be Wednesday November 28th.

I’m grateful for having had the opportunity to work for this great team and company over the past 5 years. I appreciate the opportunities I’ve had to grow my digital marketing skills and look forward to taking what I’ve learned on to my next role as I build my career. This has truly been a stepping to stone.

I’ll do everything I can to wrap up my duties and train the team and answer questions over the next two weeks. Please let me know if there’s anything else I can do to help pass along info during my transition.

I wish you all the best of luck in the company’s future success and hope we can stay in touch.

Sincerely,

Brian O’Conner

Ben Temple

Ben Temple

Ben is a writer and customer support specialist with 5 years of experience helping job-seekers create their careers. He believes in the importance of a great resume and the power of coffee.

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