How to Write a Resignation Letter (Plus 4 Examples)
Wondering how to write a resignation letter? We hope this guide will help you communicate your decision in a way that demonstrates professionalism and preserves your reputation.
A resignation letter is a written communication to your employer, informing them of your intention to leave the company. Being a formal communication, it must be drafted with utmost care and attention.
A letter of resignation may be handwritten or typed. And whereas there are no hard rules for this sort of correspondence, it’s best to be as polite and professional as possible.
This article will guide you through the basics of writing a cordial resignation letter. Let’s get started with the importance of a professional resignation letter.
Why is a resignation letter important?
It might seem unnecessary to inform the HR department that you’re quitting, but writing a resignation letter is integral to your career growth.
A well-written resignation letter is an opportunity to leave a positive impression that might help you in the future. It will be an enduring record after you leave. After all, you never know you might need a referral or letter of recommendation. Or even who you might work with again in the future.
When drafting your letter, ensure that you aren’t breaching your employment contract. By reading through any literature you received on your first day of work, you might discover critical details that may hamper your next step when ignored.
Before submitting a resignation letter, it’s best to talk with your current line manager in person, on the phone, or by video chat. That demonstrates respect and professional courtesy and goes a long way to reflect positively on you. Throughout the conversation, keep calm and professional and desist from airing any personal issues.
What should you include in a resignation letter?
Make sure to include the following details in your resignation letter:
· Your intention to leave the company
· Your leaving date
· The will to complete a handover
· Statement of gratitude
· Your signature
Your resignation letter should communicate your decision politely and positively. Show appreciation for the opportunity, taking care not to include any complaint.
If you feel the need to provide specific reasons for terminating your employment, a face-to-face meeting with a director or human resource manager will suffice.
You may need to take time before accepting a counter-offer (it could be a promotion or pay rise). Consider the reason for quitting, what drew you to the new role and whether the counter-offer will change the circumstances that made you resign.
Practical Tips to Write a resignation letter
Take the following steps to craft a professional and confident resignation letter:
Get to the Point
When writing a resignation letter, be brief and to the point. Remember: it’s not the time to criticize your coworkers or job.
Make sure to include the following elements:
· A line stating your intent to leave your current position
· A sentence highlighting your last day of work
It could be something like:
Please accept this letter as a formal notice that I’m resigning from my current position as (your current job title) from the (your current department). My last day of work at work will be (your estimated last day).
Your employment contract most likely stipulates the length of notice. Use the clause to estimate your last day of employment so your current employer can effectively plan for the transition period.
Include a statement of gratitude
It’s good resignation etiquette to express your gratitude for the opportunities you enjoyed while working for the organization.
Are there learning experiences, moments, or projects that have helped you secure your new position? If so, make sure to communicate to your current employer how beneficial the opportunities have been to your career.
Remember that your resignation letter becomes part of your personnel file, and you may need your current employer for future reference. That means anything you tell your employer or include in your resignation letter could be shared with prospective employers. So, strive to leave things on a good note for a lasting positive impression.
Below is an example of a statement of gratitude.
During my time with (company name), I have enjoyed the atmosphere with your team, and I will miss the moments. I greatly appreciated the opportunities I’ve had to (mention some of your tasks), and I have learned (mention new skills acquired on the job), all of which are fundamental to my career growth.
Offer to help with the transition
It’s a good idea to express your willingness to help your current company with the transition. That goes a long way in obtaining closure and leaving a positive impression, which may come in handy if you need a reference for a future career opportunity.
The transition period may comprise detailed handovers and project completion. You can also offer to coach a new hire or familiarize a colleague with your role and responsibilities. Promise only what you can deliver.
Derive inspiration from the example below.
Before I leave, I will do anything possible to assist you with the handover. I can train a respective team member over the next 14 days or help my department source for a replacement, whom I will be glad to train. Please let me know if there is any other way I can help you in the transition period.
Resignation letter examples for different situations
Following are sample resignation letters for varying situations:
1. An email resignation letter due to a change in career
Subject: Resignation- (Your Name)
Kindly consider this letter as an official notification of my resignation from my position as (job title) for (company name) effective (last day of work). I have accepted a role at (your next company) and look forward to the new path of my career.
It was a great honor working with you. Thank you for the opportunities and positive experiences I enjoyed with this organization.
I will complete all the pending projects by the end of my resignation notice. Please let me know if I can be of help during the handover.
2. Example of resignation letter due to a health issue
Ezekiel Gates, 1 Chapel Hill, Heswall, Bournemouth, BH1 1AA
September 26, 2021
Unit C2 Old Colliery Way
Dear Mr Arnold,
With great regret, I inform you of my resignation from my current position as (your job title) effective (your last day of work). Due to a recent diagnosis of Fibromyalgia, I understand that my condition will require lengthy treatment and recovery, and I’m uncertain that my capacity to perform my duties will return.
I have so much enjoyed working at HighFlier Holdings. Receive my sincere thanks for your mentorship over the past three and half years, and I will not forget the incredible friends and colleagues I have made along the journey.
Please let me know if you need any assistance with the transition of my responsibilities to a teammate.
I appreciate your understanding, and I wish you and the HighFlier Holdings fraternity all the best.
3. Resignation letter due to relocation
Olivia Ivy, 1 Chapel Hill, Heswall, Bournemouth, BH1 1AA
September 26, 2021
Unit C2 Old Colliery Way
Dear Mr Grayson,
With regret and utmost reluctance, I tender this letter of resignation to notify you I will be resigning from HighFlier Holdings effective from October 15, 2021. My pending relocation to Wales has necessitated the decision.
I can’t thank you enough for providing me with the opportunity to work at HighFlier Holdings. I enjoyed my tenure with my colleagues, and I greatly appreciate the learning experienced.
Could you require my intervention about my replacement? Count on me! I can help you find the right hire and impact them with the skills to get started.
4. Email letter of resignation example due to company changes
Dear Mr Grayson,
Kindly consider this letter an official notification of my resignation from my position as (title) for (company name). I shall officially resign on September 26 2021, which marks my last day of work at Henry & Sons.
While I’ve always enjoyed my work at Henry & Sons, I no longer feel that I am a good fit after recent changes within the organization.
Indeed, I’m genuinely grateful for the fantastic opportunity you gave me to build my career, and I shall live to cherish the incredible moments I had with my coworkers.
Kindly let me know if I can help you with training and acquainting my replacement. Thank you.