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So, you are thinking about quitting your job and moving on to something new. That is a big step! It can be tough telling your boss you’re leaving, but it’s important to do it in a professional way. That’s where a resignation letter comes in.
A resignation letter is a way to officially tell your employer that you’re quitting. It is kind of like a goodbye letter, but more official. You might write a resignation letter because you found a new job, need to take care of family, or just want a change.
Writing a resignation letter can seem scary, but it doesn’t have to be. We’ve got you covered with tips and templates to help make it easier.
By writing a nice resignation letter, you can end your time at your current job on a good note and maybe even keep a good relationship with your boss and coworkers in the future.
What to Consider when Writing a Resignation Letter
Meet Your Manager First
To formally resign, it is important to first have a face-to-face meeting with your manager or, if working remotely, make a phone call or have a video chat to verbally resign and provide notice, express your reasons for leaving, and express gratitude.
Before having this conversation, it is advisable to draft your resignation letter and then make any necessary revisions before submitting it to your manager or HR department. The resignation letter is a formal document, so make sure to keep a copy for your records.
Start with the basics
When you’re writing a resignation letter, make sure to include important details like the date you’re submitting it, who you’re addressing it to (like your manager or HR), and the fact that you’re resigning.
If you want to, you can also briefly explain why you’re leaving, like if you’re going to a new opportunity. And don’t forget to include the date you’ll finish your job. Check your contract to make sure you are giving enough notice.
Keep it positive
In your letter, talk about what you learned and the good things you got from your job. Be genuine and say thank you for the opportunities and experiences you had.
Avoid negativity
Don’t use your resignation letter as a chance to complain or talk about problems. Instead, focus on the positive things you experienced. If you have feedback or concerns, it’s best to talk to HR or your manager directly. And never vent on social media.
Say thank you
Think about what your employer has done for you and thank them for it. You learned a lot from your job and your employer may have invested time and resources into training you.
Build relationships
When you resign, don’t burn bridges. You might need a reference from your boss or coworkers in the future. And you never know when you might work with them again. Be helpful and professional, and include your contact information in case they need to reach you later on. End your letter by saying thank you again and signing off.
Reasons Writing a Resignation Letter
Rasons why writing a resignation letter is important.
Reason #1: It documents your departure.
By writing a letter, you can keep a record of when you gave notice and your final day of work. This information can be helpful for final paychecks and the transition of responsibilities.
Reason #2: It’s a common practice.
The expectation to write a resignation letter can vary based on your region, industry, and company. You can ask someone who has left the company, or ask a trustworthy HR representative for guidance.
Reason #3: It makes breaking the news easier.
Telling your boss that you’re leaving can be uncomfortable, but writing a resignation letter can make the conversation smoother. You can send the email before your meeting to give them time to process the news.
Reason #4: You can control the message.
By writing a letter, you can be clear about your departure date and why you’re leaving. If you want to ensure the message is not altered, you can send the letter to your boss and also copy HR or a higher-up. This can help maintain your reputation and the possibility of receiving a future reference.
What Resignation Letter Should Include
When you’re quitting a job, it’s important to write a resignation letter to let your employer know. There are some key things you should include in your letter:
Your Resignation and End Date
Start your letter by saying that you’re resigning and when your last day will be. For example:
“I wanted to let you know that I am resigning from my position as [Job Title] at [Company Name]. My last day will be [Date].”
Express Gratitude
Take some time to think about what you appreciated about your time at the company. Maybe you learned a lot or had a great boss. Whatever it is, be specific and say thank you for the experience. For example:
“I’m grateful for the opportunities I had to learn and grow at [Company Name]. I’ve enjoyed working with everyone on the team and feel lucky to have been part of such a supportive environment.”
Transition Details
Let your employer know that you’re willing to help with the transition. For example:
“If there’s anything I can do to make the transition easier, please let me know. I’d be happy to help train my replacement and make sure all my work is caught up before I leave.”
Contact Information (Optional)
You don’t have to include your contact information, but it can be helpful to stay in touch with your former employer and coworkers. If you want to do this, you can end your letter like this:
“Thank you again for the opportunity to work at [Company Name]. I hope to stay in touch. My email address is [Email Address].”
What Resignation Letter Should NOT Include
When you write a resignation letter, it’s important to think about what you say. You don’t want to include personal or emotional details that could hurt your future.
Here are some things to avoid putting in your letter:
- Why you’re leaving – You don’t have to explain why you’re quitting, just keep the language professional and positive.
- Bad things about the job – Don’t use the letter to complain about your work or coworkers. Stay polite and respectful.
- Emotional statements – Use a calm and professional tone in your letter. Don’t be angry or emotional.
- Future career moves – You don’t have to tell your employer about your new job or salary, just be professional and direct.
- Distasteful language – Don’t use bad language or swear words in your letter. Stay respectful.
- Criticism of coworkers – Don’t write negative things about your colleagues or managers. The letter should end your time at the company on a positive note.
- Projecting bitterness – Don’t show that you’re unhappy with your job. Focus on the positive things you learned while you were there.
Resignation Letter Outline
Writing a resignation letter is important for a smooth transition when leaving a job. Here’s how to write a great one:
Start with an introduction:
Write the date and your contact information at the top of the page (if it’s a hard copy) or simply start with a formal greeting like “Dear [First name],” or “Hello [First name].”
Announce your resignation:
Tell your boss that you’re resigning and the date of your last day. If your company requires a certain notice period, make sure to mention it.
Example: “Please accept this letter as my formal resignation from my role as a senior graphic designer. My last day will be Friday, June 28th, two weeks from today.”
Show gratitude:
Express your appreciation for your time at the company and the experiences you’ve had. This helps keep your professional relationship positive.
Example: “I’m grateful for the opportunity to learn and grow as a designer. I will always cherish my time here and the relationships I’ve built.”
Finish with next steps:
Let your boss know what they need to know about your transition and how you can help make it smooth. Close with a nice farewell message and your signature.
Example: “I want to make the transition as smooth as possible, so I’ll wrap up my final design project by June 20th and delegate my responsibilities. I wish you, the team, and the company all the best.
Resignation Letter Template
Simple Resignation Letter Template
Dear [Manager’s First Name],
I hope this letter finds you well. I am writing to formally inform you of my resignation from my position as [Job Title] at [Company Name]. My last day of employment will be [Day, Date].
I would like to take this opportunity to express my gratitude for the time I have spent working at [Company Name]. During my time here, I have had the privilege of gaining valuable experience and developing my skills, for which I am thankful. However, I have decided that it is now time for me to move on to new challenges.
I am committed to making this transition as smooth as possible and am willing to assist in any way I can. I would be happy to wrap up my responsibilities, assist with the training of other team members, or provide any other support as needed.
Once again, I would like to express my gratitude for the opportunity to work at [Company Name]. I wish you and the company continued success in the future.
Sincerely,
[Your Full Name]
Common Resigned Letter Template
[Current Date]
Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Title] at [Company]. My last day of work will be on [End Date].
To ensure a smooth transition, I am willing to provide support during my final days, including training and preparing thorough instructions and updated records for my replacement.
I would like to express my gratitude for the opportunities and experiences I have gained while working at [Company]. It has been a privilege to work with such a talented team and build professional relationships that I will always cherish.
Thank you for the support and guidance during my time here. I wish the company continued success in the future.
Sincerely,
[Your Signature and Printed Name]
Resign as General Manager at ABC Company After Working for 10 Years
Dear [Employer],
I am writing to formally resign from my position as General Manager at ABC Company, effective [Insert Date]. It has been an honor and a privilege to serve this company for the past 10 years, and I am grateful for the opportunities and experiences I have had during my time here.
I have decided to pursue new challenges and opportunities, but I want to assure you that my departure from ABC Company is not a reflection of my experience here or of the company itself. I am proud to have been a part of this organization, and I will always be grateful for the support, guidance, and opportunities that I have received during my time here.
I will do everything in my power to ensure a smooth transition and will make sure that all responsibilities are properly delegated and completed before my departure. I will be available to assist in any way possible and would be happy to provide any training or support required during this transition.
Please let me know what steps I can take to assist in the transition and to ensure that my departure has minimal impact on the company and its employees. I will make sure to complete all necessary paperwork and to provide any other information you need.
Thank you again for the incredible experience of working at ABC Company. I have learned so much during my time here and will always cherish the memories and connections I have made.
Sincerely,
[Your Name]
Immediate Resignation Letter Sample
Dear [Employer’s Name],
I regret to inform you that I must resign from my position as [Job Title] at [Company Name] effective immediately. Due to an unexpected and extremely difficult personal situation, I find myself unable to continue in my role and meet the demands of my job.
I understand the inconvenience and short notice of my resignation, but I assure you that I have given this matter careful consideration and it is my only option at this time. I am truly sorry for any disruption this may cause and I am willing to assist in any way possible during the transition period.
I appreciate the opportunities and experiences I have had during my time at [Company Name]. I am grateful for the support and encouragement I have received from my colleagues and superiors.
Please let me know what steps I need to take in order to ensure a smooth and efficient transition, including completing any necessary paperwork and arranging a final meeting to discuss any loose ends.
Thank you for your understanding and support during this difficult time. I will do my best to make the transition as seamless as possible.
Sincerely,
[Your Name]
Resigned Letter for Freelance Job
Dear [Client Name],
I hope this letter finds you well. I am writing to formally resign from my freelance position with [Company Name]. Due to some unexpected personal circumstances, I have come to the difficult decision to step down from my role.
I would like to express my gratitude for the opportunity to work with you and your team. It has been a privilege to be a part of [Company Name] and I am proud of the work that we have accomplished together.
I would like to assure you that I will do everything in my power to ensure a smooth transition of my responsibilities. I would like to request a meeting with you to discuss any upcoming projects and how I can assist in their completion. I am also happy to provide any training or support to my replacement if needed.
Please let me know if there are any final assignments that need to be completed prior to my departure. I am committed to ensuring that all loose ends are tied up before my last day of work, which I anticipate will be [insert date].
I am grateful for the opportunities and experiences that have come from working with you and your team, and I am confident that I will be able to apply my skills and knowledge to future endeavors. I will always look back on my time at [Company Name] with fond memories.
Thank you again for the opportunity to work with you and your team. If there is anything I can do to make this transition easier, please do not hesitate to reach out.
Sincerely,
[Your Name]
Executive Resigned Letter from CEO
Dear Board of Directors,
I am writing to formally announce my resignation as CEO of ABC Company. It has been an honor to serve this organization for the past five years and to be a part of its growth and success.
During my time as CEO, I am proud to have led the company to a 20% increase in profit year over year, and to have implemented initiatives that have positively impacted both the company and its employees.
However, I have decided that it is now time for me to move on to new opportunities and challenges. I want to assure you that this decision was not made lightly, and I am committed to ensuring a smooth transition for the company. I am available to work with you and the executive team to ensure a seamless handover of my responsibilities.
Please let me know if there is any further information I can provide or any steps I can take to assist in the transition process. I am confident that ABC Company will continue to flourish under new leadership, and I am grateful for the opportunity to have been a part of such a great organization.
Thank you for your understanding and support. I wish ABC Company all the best for continued success.
Sincerely,
[Your Name]
CEO, ABC Company
Resignation Due to a Better Opportunity
Dear [Employer],
I hope this letter finds you well. I am writing to formally inform you of my resignation from my current position at ABC Company. I have accepted a new opportunity that I believe aligns better with my career aspirations.
Please accept this letter as my notice of resignation, and kindly note that my last day of work will be two weeks from today, [insert last day of work].
I want to take this opportunity to express my gratitude for the opportunities that I have had during my time at ABC Company. I have learned a great deal and am grateful for the experience I gained while working here.
Thank you for your understanding and support during my time at ABC Company.
Sincerely,
[Your Name]
Resignation Due to Returning to School
Dear [Manager’s Name],
I hope this letter finds you in good health and spirits. I am writing to formally submit my resignation from my position as [Job Title] at Company XYZ, effective [Insert final day of work].
I have decided to further my education by enrolling in graduate school and, unfortunately, this requires me to resign from my role at the company. I am deeply grateful for the time I spent at Company XYZ and for the opportunities I had to grow and develop both personally and professionally.
Please let me know if there are any specific tasks or responsibilities that I can help with during the two-week transition period. I am committed to making the transition as smooth as possible and will do my best to assist in any way I can.
I would like to extend my heartfelt thanks for the support and guidance provided by you and the entire team during my time at Company XYZ. I will always cherish the memories and experiences I had working with such a dedicated and talented group of individuals.
Thank you for understanding and I look forward to keeping in touch in the future.
Sincerely,
[Your Name]
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