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Although resignation letters may seem like a polite formality, they can go a long way toward easing your transition. Learn how to write a resignation letter the right way, and you’ll avoid misunderstandings, make your last weeks on the job more pleasant, and ensure that your soon-to-be former boss will be ready to write a stellar recommendation in the future.
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What Is A Resignation Letter?
A resignation letter is a formal written notice indicating an employee's intention to leave their current position. It serves as an official document for HR records and typically includes the employee's last day of work, a brief reason for resigning, and a statement of gratitude for the opportunities provided during their tenure.
The letter maintains professionalism and preserves the relationship between the employee and the employer. It's an essential part of the resignation process, ensuring a smooth transition for both parties and helping to leave on amicable terms.
What Should Be Included In A Resignation Letter?
Here are some key features your resignation letter should include.
Professional Format
Use business-letter format and a standard font like Times New Roman, Arial, or Verdana. Edit and proofread your letter to ensure that it’s typo-free and will leave a good impression on your manager. In most cases, you will be able to email your letter, but if you choose to send a hard copy, be sure to retain a copy for yourself.
Make Sure It’s Easy To Read
Be concise and stick to the point. Remember that the primary goal of a resignation letter is to let your boss know that you’re quitting your job. Don’t make them work to get that information.
Convey The Important Facts
Most importantly, specify your last day of work. Ideally, this should be at least two weeks from the day you give notice, unless you’re bound by an employment contract that stipulates otherwise. Most U.S. workers are employed at will, which means that your employer likely can’t force you to give a set amount of notice or any notice at all. However, it’s best to make things easier on your team when you leave.
Expresse Gratitude
Even if you can’t wait to leave, be gracious. Thank your manager for the experience. Offer specifics if possible– a project that helped you grow, support that allowed you to learn, new skills or experiences that you’ll take with you to your next opportunity.
Offer Assistance
If you’re willing and able, offer to train your replacement. At the very least, be prepared to document your projects and tasks in order to make the transition easier for your team. But don’t feel the need to write out all these details in your letter. Mention that you’re happy to provide details and then do so later.
What Should Be Left Out Of A Resignation Letter?
Remember that a resignation letter should be concise and gracious. Be as brief as possible while being polite, thankful, and to the point. Above all, be wary of the following resignation letter mistakes:
Too Much Detail
Quitting a job can feel like another full-time job. There are a lot of details to attend to when you resign, from arranging your last day of work to finding out when you’ll receive your last paycheck to pinning down the details of benefits and unused PTO.
Don’t try to make your resignation perform all these different functions. Keep your letter brief and stick to the facts: your last day of work, your thanks for the experience, and any offer of help you’d like to provide.
Complaints About The Job, Company, Or Team
Keep your letter positive and avoid any mention of the downsides of the job. It’s unlikely that your criticism will lead to changes at the organization and there’s no need to burn a bridge on your way out.
Quitting Before You’re Really Sure
Some organizations will allow workers to rescind a resignation letter–but not all. Even if you’re able to take it back, quitting permanently changes your relationship with your manager, teammates, and anyone else who finds out about it. Don’t resign until you’re positive that you really mean it–and never take this step as a means of gaining leverage over your boss or company.
If you are on the fence about quitting your job, it may be time to update your resume so you are prepared. If you need help with your resume, we recommend checking out the best resume writing services.
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Resignation Letter Template
Here is the resignation letter format to follow when writing your own letter:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Manager's Name]
[Their Position]
[Company Name]
[Company 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], effective [Your Last Working Day, typically two weeks from the date of the letter].
After careful consideration, I have decided to [briefly explain your reason for leaving, e.g., pursue a new opportunity, focus on personal goals, make a career change]. This decision was not made lightly, and I want to express my sincere gratitude for the opportunities for professional and personal development that you have provided me during my time at [Company Name].
I have greatly enjoyed working here and appreciate the support provided to me during my tenure with the company. I am particularly thankful for [mention any specific experiences or opportunities, if applicable].
To ensure a smooth transition, I am committed to assisting with training my replacement or transferring my responsibilities as needed. I will also complete all outstanding projects to the best of my ability before my departure.
I am looking forward to staying in touch, and I hope to cross paths again in the future. Thank you again for the opportunity to be a part of the [Company Name] team.
Please let me know how I can help during this transition period. I wish [Company Name] continued success, and I hope to maintain our professional relationship in the years to come.
Sincerely,
[Your Name]
Resignation Letter Examples
Example 1: Formal Resignation Letter
Dear [Manager's Name],
I am writing to formally announce my resignation from [Your Position] at [Company Name], effective two weeks from today, [Your Last Day].
This decision was not easy and took a lot of consideration. However, after deliberating on my career goals and personal aspirations, I have decided to pursue a different path.
I want to express my deepest gratitude for the opportunities I've had to grow and learn during my time here. Working under your leadership and alongside our team has been a valuable experience, and I am thankful for the support and encouragement I've received.
During my remaining time, I am committed to ensuring a smooth transition. I will complete all outstanding projects and assist in any way to find and train my replacement.
Thank you again for the opportunity to be a part of [Company Name]. I look forward to staying in touch, and I hope our paths cross again in the future.
Sincerely,
[Your Name]
Example 2: Friendly Resignation Letter
Hi [Manager's Name],
I hope this message finds you well. I'm writing to let you know that I have decided to resign from my position as [Your Position] with [Company Name], effective [Your Last Day], which will be two weeks from now.
This wasn't an easy decision, as I've genuinely enjoyed working here. The team, the projects, and the whole work environment have been fantastic. But, it's time for me to explore new challenges and opportunities.
I am incredibly grateful for all the experiences and friendships I've gained here. I've learned so much, and these lessons will be invaluable in my career journey.
Over the next two weeks, I'm more than willing to help with the transition. Whether it's training someone new or wrapping up my current projects, I'll do whatever it takes to ensure a smooth handover.
Thank you for understanding and for the amazing opportunity to be part of [Company Name]. I'll definitely keep in touch and hope to see everyone around soon!
Best wishes,
[Your Name]
Example 3: Immediate Resignation Letter
Dear [Manager's Name],
I am writing to inform you that, due to [personal reasons/unforeseen circumstances/a sudden change in circumstances], I must resign from my position as [Your Position] at [Company Name], effective immediately.
I understand that my immediate departure may cause inconvenience, and for that, I sincerely apologize. This decision was not easy and was made due to [briefly explain the reason, if appropriate and you are comfortable doing so, e.g., a personal emergency, health issue, etc.]. I have valued my time at [Company Name] and regret that I cannot provide a standard notice period.
I am committed to assisting in the transition as much as possible under these circumstances. I will ensure that all my current projects and responsibilities are organized and accessible for my successor or team members. If there are specific ways I can aid in this transition remotely or through any other means, please let me know.
I am grateful for the opportunities I have had at [Company Name] and for the professional relationships I've built here. I have learned and grown a lot during my time with the company, and I am thankful for the support and experiences I have gained.
Thank you for your understanding during this difficult time. I hope to stay in touch and wish [Company Name] continued success in the future.
Sincerely,
[Your Name]
Example 4: Retirement Resignation Example
Dear [Manager's Name],
I am writing to inform you of my decision to retire from my position as [Your Position] at [Company Name], effective [Your Planned Retirement Date].
After [number of years you've worked, e.g., several decades] of rewarding career, I have decided that it is time to close this chapter of my life and start a new phase. This decision comes after much consideration and planning, and while I am looking forward to enjoying my retirement, I will deeply miss working here.
I want to express my heartfelt gratitude for the opportunities I've had at [Company Name]. Working here has been more than just a job; it has been an important part of my life. I am proud of the work we have done together and what I have been able to contribute to the company.
During my remaining time, I am fully committed to ensuring a smooth transition. I am happy to assist in any way possible, whether it be training my replacement or helping to wrap up any projects. My goal is to leave my department and team well-prepared for the future.
I have enjoyed every moment of my time here and am thankful for the colleagues who have become friends and the many memories we have shared. I look forward to staying in touch and hope to occasionally visit when possible.
Thank you once again for the opportunity to be a part of such a wonderful team and organization. I wish [Company Name] continued success and growth in the future.
Sincerely,
[Your Name]
Example 5: Extended Notice Resignation Letter
Dear [Manager's Name],
I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name]. I would like to provide an extended notice, with my last day being [Date, preferably several weeks or even months in the future, depending on your situation].
This decision has not been easy for me and comes after careful consideration of my personal and professional goals. I am grateful for the valuable experiences and opportunities that I have had at [Company Name], and I am proud of the work we have accomplished together.
The extended notice period is intended to provide ample time for a smooth transition. I am fully committed to ensuring that my responsibilities are handled properly during this period. I plan to complete all my current projects and am willing to assist in training my replacement or transferring my duties to other team members, as required.
I hope that by providing this extended notice, I can help minimize any disruption to our team and maintain the quality of our ongoing projects. I am also open to discussing any other ways in which I can contribute to a smooth transition.
I want to express my sincere thanks for the support, guidance, and opportunities that I have received during my time at [Company Name]. Working here has been a significant part of my career, and I am grateful for the professional relationships and skills I have developed.
Please let me know how I can assist in the coming weeks. I look forward to making my remaining time here as productive as possible and to leaving on a positive note.
Thank you again for the opportunity to be part of the [Company Name] team. I wish the company continued success and hope to stay in touch in the future.
Sincerely,
[Your Name]
Tips For Turning In Your Resignation
To make sure your resignation letter is well received, follow these tips:
Talk To Your Manager Before Sending Your Letter
In most cases, it’s best to resign in person if possible. If you’re a full-time remote worker, you should communicate with your manager in the usual way, whether that’s by phone, email, or Slack. Have your letter ready to go, but make sure that your manager is expecting it.
Don’t Talk To Other Team Members About Your Decision Until You Resign
Avoid becoming the topic of office gossip. The last thing you want is for your manager to find out that you’re quitting from someone other than you.
Send Your Letter By Email Or Hard Copy
Unless you work entirely offline–in a restaurant or store that rarely uses email, for example–you should be able to send your resignation electronically. Email resignation letters also provide you with a paper trail proving that you resigned when you said you did. This can be useful if there’s any question about timing later on.
Frequently Asked Questions
How do I resign immediately?
It’s best to offer at least two weeks’ notice. However, if you need to resign immediately, be as professional as possible. Try to speak with your manager on the phone or in person before giving your notice and prepare a written resignation letter or email containing all the details of your last day, etc.
How do you write a short resignation letter?
A formal resignation does not need to be lengthy. A short resignation letter can contain just three paragraphs: an introduction with your resignation and last day of work, a second paragraph with your thanks, and a third paragraph with an offer to help with the transition. Be sure to include your contact information and to sign a hard-copy letter.
What should you say in a resignation letter?
A resignation letter should state that you are quitting your role, inform your boss and HR of your last day, and convey your thanks and willingness to help in the transition.
How do I resign nicely?
To resign nicely, give adequate notice, speak with your manager in person if possible before submitting your resignation, and draft a resignation letter containing all the details of your departure, including your last day of work.
How do you tell your boss you’re resigning?
To tell your boss that you’re resigning, ask for a meeting and come prepared with all the details of your planned last day. Thank your manager for the opportunity and offer your help during the transition.
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The Bottom Line
A professional resignation letter does more than just tell your boss that you quit. It can also help you stay on top of the details of your job change, as well as document everything to prevent misunderstandings.
Ready to send your resignation letter but not sure where you’re headed just yet? ZipRecruiter can help you find greener pastures.
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