How To Write a Resignation Letter (With Samples)

Are you ready to resign from your job? If so, it’s a good idea to write a resignation letter to formalize the details of your departure. But what is a resignation letter, and why should you write one? What should you include, and when do you need to provide notice to a soon-to-be former employer?

Here’s information on writing a resignation letter or email message, along with samples and templates you can use to write your own letter.

What Is a Resignation Letter?

A resignation letter is a formal letter that an employee writes to their employer to notify them of their intention to leave the company. It is a professional way of formally announcing the decision to terminate employment and starting the process of transitioning out of the job.

A resignation letter typically includes key information such as the employee’s name, the date the letter was written, the name of the supervisor or manager who will receive the letter, and the employee’s last day of work. It may also include reasons for resigning, appreciation for the opportunities provided by the employer, and a statement of intent to make the transition process as smooth as possible.

It is essential to write a resignation letter because it is a formal way of communicating one’s intention to resign from a job. It provides a written record of the departure date and ensures that there is no confusion about when the employee is leaving. Having a resignation letter on file is also important for legal reasons, and it can be a necessary step in maintaining good relationships with the employer and colleagues.

In summary, a resignation letter is a formal communication between an employee and their employer indicating the employee’s intention to leave their job. It provides clarity and closure, and it is an important step in transitioning out of a position while maintaining professionalism and preserving positive relationships.

When To Give the Letter to Your Employer

The appropriate time to give your resignation letter to your employer depends on your specific situation and your employer’s policies. In general, it is best to give at least two weeks’ notice before your last working day.

In some cases, employers may require employees to give a longer notice period or may have specific policies regarding when the resignation letter should be submitted. It is always a good idea to review your employment contract or company handbook to ensure that you are following the correct protocol for resigning from your position.

When giving your resignation letter to your employer, it is best to do it in person and to schedule a meeting to discuss your resignation. This helps to ensure that you are communicating clearly and that any questions or concerns can be addressed. It’s important to remain professional and positive during this conversation, and to express your appreciation for the opportunities that the company has provided you.

In situations where it is not possible to resign in person due to distance or other factors, it is acceptable to submit the resignation letter via email or another written communication method. However, it is still important to schedule a conversation to discuss the resignation and any necessary follow-up actions.

In summary, it is generally best to give your resignation letter to your employer at least two weeks before your last working day, and to schedule a meeting to discuss your resignation in person. Be sure to follow your employer’s policies for resigning and to remain professional throughout the process.

What To Include in a Resignation Letter

When writing a resignation letter, it is important to include key information that will inform your employer of your decision to leave and help to ensure a smooth transition out of the job. Some key elements to include in a resignation letter are:

1. The date: Start the letter with the date that you are writing it.
2. A formal statement: Begin the letter with a formal statement such as “Dear [Manager’s Name],”
3. Statement of resignation: Clearly state that you are resigning from your position and the reason for your resignation, whether it is to take on a new opportunity or personal reasons.
4. Notice Period: Mention the notice period of your resignation, which is usually two weeks.
5. Last day of work: Specify the last day of work and mention your willingness to assist with the transition process if required.
6. Gratitude: Express your appreciation for the opportunities provided by your employer and the work you have done with the organization.
7. Offering help: Mention your willingness to help with the transition process, such as training someone to handle your responsibilities.
8. Contact Information: Provide your contact information in case there are follow-up questions or concerns.
9. Signature: Sign the letter formally and clearly, along with your name and position.

Remember to keep the tone of your letter professional and respectful, even if you had a challenging experience while working for the company. In your letter, focus on the positive aspects of your employment and your eagerness to make the transition process as smooth as possible.

What Not to Include in Your Letter

Although it is important to include key elements in a resignation letter, there are also things that should be avoided. Here are some things that you should NOT include in your letter:

1. Negative comments: Avoid including negative comments about the company, co-workers, or supervisors in your letter. Keep the tone professional and positive.
2. Personal issues: Resignation letters should not include personal issues or complaints that are not relevant to your resignation.
3. Specific criticisms: It is not advisable to criticize specific areas of the company, such as policies or management decisions. Doing so may harm your chances of receiving a positive reference in the future.
4. Emotional Language: Keep the tone of your letter professional and avoid using emotional language or conveying any negativity that may result in damaging professional relationships.
5. Anything that is not relevant: While it is important to provide all of the necessary information your employer needs to understand the nature of your resignation, it is equally important not to mention any extraneous information unrelated to the process of resignation.

Remember that a resignation letter is a formal document that is a representation of your professionalism, future professional relationships, and reputation, so it is best to keep it simple and straightforward.

How To Write a Resignation Letter

A resignation letter needs to include your contact information, official notice that you’re resigning, and when your final day of work will be. If you’d like to include more details you can, but they are not required.

Here’s how to write a resignation letter, with information on what to include in each section of the letter:

Contact Information (Written Letter): A written letter should include your and the employer’s contact information (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email): In an email resignation letter, include your contact information at the end of the letter, after your signature. You don’t need to include the company’s contact information.

Greeting: Address the resignation letter to your manager, using their formal title (“Dear Mr./Ms./Dr.”).

Paragraph 1: Note that you are resigning from your job and state the date on which your resignation will be effective. This will give the employer official notice for your personnel file.

Paragraph 2: (Optional) You can mention the reason you’re leaving, but this is not required. If you choose to give a reason, be sure it’s a positive one, such as starting a new job, leaving the workplace, or going back to school.

Paragraph 3: (Optional) If you’re able to help with the transition, mention your availability in your letter.

Paragraph 4: (Optional) Mention your appreciation for the opportunity you had to work for the company. If there was something that was especially rewarding, share the details.

Closing: Use a formal sign-off, such as “Sincerely” or “Yours sincerely.”

Signature (Written Letter): End with your handwritten signature followed by your typed name.

Signature (Email): Include your typed name followed by your contact information.

How To Format a Resignation Letter

Resignation letters should be simple, short, and written in business format using a traditional font.

Length of the Letter: Most resignation letters are no more than one typed page.

Font and Size: Use a traditional font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 and 12 points.

Format: A resignation letter should be single-spaced with a space between each paragraph. Use one-inch margins and align your text to the left (the alignment for most business documents).

Resignation Letter Template

[Your Name] [Address] [City, State ZIP code] [Phone Number] [Email Address] [Today’s Date] [Manager’s Name] [Company Name] [Address] [City, State ZIP code]

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from my position as [Your Position] at [Company Name]. My last day of work will be [Date], which is [X weeks/months] from today.

I would like to express my sincere gratitude for the opportunities that you and [Company Name] have provided me during my time here. I have learned a great deal from the experience and appreciate the support that I have received from my colleagues and supervisors.

As I prepare to depart, please be assured that I will do everything possible to ensure a smooth transition. I am willing to assist with training my successor or any other task that would help to minimize any disruptions to the team.

Once again, thank you for the opportunities and experience that I have gained through my employment here. Please let me know if there is anything specific I need to do before I leave, and let me know if the company needs anything else from me in relation to my resignation.

Sincerely,

[Your Signature] [Your Typed Name] [Your Position]

Resignation Letter Samples

Review examples of a printed and an email resignation letter.

Frequently Asked Questions (FAQs)

Q: What is a resignation letter?

A: A resignation letter is a formal letter that an employee writes to their employer to notify them of their intention to leave the company. It is a professional way of formally announcing the decision to terminate employment and starting the process of transitioning out of the job.

Q: Is it necessary to write a resignation letter?

A: Yes, it is essential to write a resignation letter because it documents the employee’s intention to resign from the job and is a formal means of communication with the employer.

Q: What should be included in a resignation letter?

A: A resignation letter should include key information such as the employee’s name, the date the letter was written, the name of the supervisor or manager who will receive the letter, and the employee’s last day of work. It may also include reasons for resigning, appreciation for the opportunities provided by the employer, and a statement of intent to make the transition process as smooth as possible.

Q: When should you give the letter to your employer?

A: The appropriate time to give your resignation letter to your employer depends on your specific situation and your employer’s policies. In general, it is best to give at least two weeks’ notice before your last working day.

Q: How do I write a professional resignation letter?

A: When writing a resignation letter, it is important to keep the tone professional and respectful. Begin the letter with a formal statement, clearly state that you are resigning from your position, mention the notice period and specify the last day of work. Express your appreciation for the opportunities provided by the employer, offer to help with the transition process, provide your contact information, and sign the letter formally and clearly along with your name and position.

Q: Can I email my resignation letter?

A: Yes, you can email your resignation letter, but it is always advisable to do it in person, if possible. If you are unable to give the letter in person due to distance or other factors, it is acceptable to submit the resignation letter via email or another written communication method. It is still important to schedule a conversation to discuss the resignation and any necessary follow-up actions.

Q: How do I make a resignation letter for personal reasons?

A: When making a resignation letter for personal reasons, state your reasons clearly and avoid being negative or critical. Keep the tone professional and end the letter by expressing your appreciation for the opportunities that the company has provided and your willingness to help with the transition process.

Q: What should I not include in my resignation letter?

A: It is important not to include negative comments about the company, co-workers, or supervisors in your letter. Also, remember to keep the letter professional and avoid using emotional language or conveying any negativity that may result in damaging professional relationships.