A well-written resignation letter ensures professionalism, maintains positive relationships, and facilitates a smooth transition. Follow a structured format, express gratitude, and offer assistance during your departure.
By Brad Nakase, Attorney
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So, you’ve made the decision to move on. You’ve already committed to your new employer, and the only thing remaining between you and your dream job is for your present employer to receive your resignation letter.
Even while this is not the first step in leaving your job—that would be meeting with your manager to discuss your resignation and give them two weeks’ notice—it’s still a crucial one. What you write and send to HR and higher-ups will shape your connection with the business and how you are seen in the future.
It’s in your best interest to take the time to write a well-crafted two-week notice letter. Now, you don’t need to write a memoir or autobiography. In reality, it ought to be a brief and to-the-point document.
If you’re looking for a simple way to compose your resignation letter, this tutorial has you covered with samples and a template.
To formally notify your boss of your decision to leave, you should draft a resignation letter. Included in this is your last day of employment as well as an offer to assist with the changeover. Additionally, you have the option to express your gratitude to the company for any opportunities or assistance they have offered, and to include an invitation to stay in contact.
The style for a resignation letter is easy and straightforward. It centers on the following, as do most formal letters:
A letter of resignation ensures a seamless transition and provides a record of the circumstances of your leaving; you might think it’s not essential to write one, but you’d be wrong.
This is an essential yet straightforward document, so don’t stress about it. Learn the ins and outs of writing a professional resignation letter, including what to leave out, by following these guidelines:
Avoid being flowery or inventive at the start of your letter. Simply indicate the date of your resignation and your choice to do so. You obviously told your manager why you’re leaving, but there’s no need to go into detail here; keeping it brief is OK.
As an illustration:
Dear Sam,
The purpose of this letter is to provide you my official notice that I will be leaving my position as salesperson at ABC Inc.. I will be leaving my position two weeks from today, on August 12, 2024.
Another option would be to say:
Dear Sam,
Kindly consider this letter as official notice that I’m resigning my position as salesperson at ABC Inc. My last day of work will be August 12, 2024, two weeks from today.
It’s polite to express gratitude to your employer for the chance to work for them and to highlight the most valuable aspects of your experience thus far. This is still the case regardless of how excited you are to be departing. It’s important to avoid damaging relationships (because you never know when you might need a reference later on) and to end on a nice note so that people remember you fondly.
As an illustration:
I am really grateful for the chance to have worked here for the last eighteen months. Your company and its members have been a pleasure to work with, and I’m grateful for the chance to expand my knowledge of marketing tactics and audience evaluation. As I go forward in my line of work, I can’t wait to put these skills to use.
Make it clear that you’re ready to lend a hand during the changeover. While it’s not necessary to provide extensive details (and certainly not to commit to anything you are unable to do), a few sentences expressing your commitment to ensuring a seamless conclusion to your responsibilities will demonstrate your commitment to seeing the project through to its conclusion.
As an example:
In the following two weeks, I will teach other team members as required and do all in my power to finish off my responsibilities. I am here to assist you in any way I can at this time of change, so please do not hesitate to ask.
Subsequently, end the email in a businesslike manner. Make it clear that you are committed to the company’s success moving forward and invite them to contact you if they need anything. Feel free to provide your personal email, LinkedIn account, or phone number if you would like to stay in touch.
As an illustration:
Best wishes for the company’s future achievements; I would love to keep in contact.
Best regards,
Toni Petersen
LinkedIn.com/in/ToniPetersen
When it comes to this particular situation, the things that you choose not to say are almost as important as the things that you do say. When crafting an official letter of resignation, it is imperative that you refrain from the following:
Feel free to use this template as-is if you need more direction (or if you’d just like it this way—no shame!).
[Month][Day], [Year]
Dear [Name of boss],
I am writing to officially notify you that I will be leaving my employment as [job title] at [Name of Company]. My final day will be [your last day, which is typically at least two weeks after the day you provide notice of your resignation].
I am really grateful for the chance to have worked for you for the last [number of years in this position]. All of the chances you’ve given me to [insert some of your favorite tasks here] have been really rewarding. Everything I’ve learned here—including [a few particular things you’ve picked up on the job]—will serve me well as I progress through my professional life.
I intend to train other team members and finish off my responsibilities as best I can in the remaining two weeks of my employment. If there’s anything more I can assist you with throughout the transition, please don’t hesitate to ask.
Best wishes for the company’s future achievements; I would love to keep in contact.
Best regards,
[Name]
Feel free to modify this according to your knowledge and the values held by your organization. It is standard practice to email your supervisor and the HR department a resignation letter; however, you should verify with your employer to be sure there are no further requirements.
Do you want to see what this all looks like in real life? Here are three sample resignation letters for you to use as a guide.
Example #1
Dear Ronald,
I’m writing this letter to officially let you know that I’m leaving my job as a salesperson at ABC Inc. Thursday, March 2nd will be my last day.
I am really grateful for the chance to have worked here for the last six years. I’m grateful for the chances I’ve had to collaborate with coworkers, build our sales funnel, and contribute to the development of a fantastic product. I will definitely carry the knowledge I have gained about digital media strategy and marketing with me as I progress in my profession.
In the following two weeks, I will train other team members and finish off my responsibilities to the best of my ability. If there’s anything more I can assist you with throughout this period of transition, please don’t hesitate to ask.
Best wishes for the company’s future achievements; I would love to keep in contact.
Best regards,
Harry McPherson
Example #2
Dear Mr. Luke Muller,
I am writing to officially notify you that as of July 31, I will be resigning from my position as office manager for Bumble and Bee Finance Partners.
I am deeply appreciative of the opportunities that have been given to me over my four years of service in the operations team. Working with Bumble and Bee on their mission to provide financial assistance for older staff members has been an incredible experience. The firm is fantastic, and I’ve loved my time here.
If there is anything I can do to help with this shift, please do not hesitate to let me know. I appreciate all the advice you’ve given me. Good luck to you! I hope we can stay in touch.
Best regards,
Calvin Smith
Example #3
Dear Claire,
I’m writing to let you know that I’ll be leaving my role as client manager at ABC Marketing. June 30, 2024, will be my last day of employment.
Over the last two years, you have provided me with many opportunities and unwavering support. Collaborating with you and the client management staff, as well as our incredible clients, was an absolute delight.
Throughout the changeover, I am here to assist you in any way I can, and I am now working on a handoff document. I hope all goes well with you and that we can stay in touch.
Best regards,
Larissa Melville
Resignation letters should be simple, to the point, and written in a businesslike manner. Your resignation letter should include your intentions to quit the company, the date of your last day of work, and your appreciation for the opportunities you’ve had while working there. Offering assistance during the transfer of responsibilities is also considered courteous.
When sending an email resignation, be sure to include your supervisor, direct manager, and HR as recipients. Giving your employer two weeks’ notice is the courteous thing to do since it gives them time to locate someone to take your position. Do not go into depth about your reasons for resigning or express your displeasure. Also, it might be wise to meet with your boss in person either before or after you submit the letter.
The format of the resignation letter is similar to that of other business letters. A standard business letter will include the following elements: the date of sending, a formal salutation, a brief body of no more than two or three paragraphs, and a final signature.
While it is not customary to do so in a resignation letter, you are free to provide a brief explanation of your decision if you feel the need to do so. For instance: “I’m writing to let you know that I’m leaving my job as [job title] for [business name] for [personal reason]. July 5, 2024, will be my last day at the office.”
Making the decision to leave your job as well as breaking the news can be difficult, whether you’re accepting a position with another company, moving, or for any other reason. Keeping a good working connection with your company is possible if you know how to leave your job professionally.
Giving careful thought to the reasons, timing, and manner of your departure from your current job can help you make the best choice, discover new opportunities, and exit your current role with grace. You should weigh the benefits and drawbacks of quitting your position thoroughly, regardless of how upset you may be. If you’re not enjoying your job or are finding it difficult to keep up with all you have to do, it’s a good idea to talk to your supervisor about it.
In order to avoid an employment gap, it is advisable to hold off on resigning from your present work until you have formally accepted another offer if you are actively seeking another opportunity. Remain kind and professional throughout the conversation once you’ve chosen to quit. You may remain on good terms and retain a relationship that could lead to future chances by acting professionally; employers understand that employees desire to pursue other endeavors periodically.
It is customary to provide two weeks’ notice before leaving a workplace. On the other hand, comply with the notification requirements outlined in your job contract. You could be open to staying for more than the usual two weeks if you’re in the midst of a transition to self-employment or if your new position doesn’t start for a while. No matter how much notice you give, you should let your boss know right away and include this in your departure letter.
Remember to compose a concise letter of resignation outlining your decision, as we have already covered. Before you sit down to write your resignation letter, think about who should receive it. It may be your immediate supervisor or the manager in charge of human resources. Here are a few things you can mention in the letter:
It is not necessary to explain why you are quitting your job, but it will help your boss and other upper-level employees understand. Speaking with your Human Resources manager is the most effective approach to do this. An exit interview is a chance for an HR representative to get your thoughts on the company’s rules, culture, and perks, as well as your thoughts on your time there and the factors that led to your choice to leave.
You can only provide useful criticism if you have prepared for this meeting in advance. Being truthful while still maintaining an air of professionalism is crucial if you want to maintain a positive relationship with your previous employers. If your HR department does not plan a departure interview, you might still think about contacting someone on the team to share your thoughts and explain why you are leaving. Human resources might try to resolve your problems if your decision to quit is related to certain employees.
Consider setting up a one-on-one meeting with your employer to discuss your resignation rather than emailing or otherwise informing them of your leave from HR. Based on your rapport with your boss, this can be a great chance to express your gratitude for the opportunities they’ve given you and work together to complete any outstanding tasks before you depart. Setting up a meeting in person is polite, but it’s usually not necessary.
Talk to HR first if you are worried about your supervisor’s reaction or if you do not have a strong relationship with them. Remember to formalize your resignation by writing, printing, and signing an official letter, regardless of how you notify your colleagues. Preparing this paper in advance can help streamline the departure process, as it is often required by most businesses.
You will likely have two weeks remaining in your position after notifying your employer of your departure. Finish any outstanding tasks and coordinate with your manager to find a replacement for any tasks you won’t have time to finish throughout your notice period. Keep detailed records of your routine tasks, file locations, and any other information relevant to your job, such as how to use certain pieces of equipment. This will make it easier for whoever takes over for you to settle in.
If you’re quitting your job to work for a competitor, your present boss may ask you to return any company-owned items and leave on the same day you give your notice. This is a typical procedure to ensure that no employee divulges confidential corporate information to a rival. Employees who are leaving for companies that aren’t direct competitors sometimes get to keep their equipment and continue working until their last day, if given the option.
A job may be more than just a means to an end for certain people. If you’ve been with the same company for a while, you could have formed close relationships with your bosses and coworkers, learned new things, risen through the ranks, aspired to take on more responsibility, and generally grown as an employee. It is crucial to express your thanks because your present job probably had a role in your new opportunity.
If you worked directly with a supervisor, coworker, or leader, make sure to personally thank them. This is good manners, and it may also help you meet new people and expand your professional network. In the future, you never know when you might be able to lend a hand to a coworker, and vice versa.
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