How to Write a Resignation Letter

HOW TO WRITE A RESIGNATION LETTER

You've thought it through and decided it's time to move on from your job. Whether you're leaving for a better opportunity, to chase other goals, or to escape a less-than-ideal work environment, it's crucial to resign graciously. Quitting your job can be daunting. While you may be looking forward to your new role, you must break the news of your departure to your manager and prepare a formal resignation letter. 

If you plan to ask your current manager to act as a reference, this letter can help end your employment positively.

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What is a resignation Letter?

Once you have accepted your new job offer and signed the contract, the next step is to inform your manager of your intention to leave. After verbally breaking the news to your manager, you should communicate your resignation in writing, in either the body of an email message or as an attached letter. 

This written communication acts as a formal document stating the date from which you wish your notice period to begin and when your last day of employment will be.Since your resignation letter will be kept on file by your HR department, it must be structured professionally.

Why is it important to write a professional resignation letter?

A well-crafted resignation letter can ensure a smooth transition and showcase your professionalism. By planning your resignation carefully, expressing gratitude, offering help, and staying professional throughout, you can pave the way for success in your next chapter and build a solid professional reputation.

What not to include in your resignation letter

If you are leaving your role for negative reasons, such as a poor culture or a poor relationship with your manager, your resignation letter is not the place to air your grievances. 

If you do have concerns about the organisation, your job or the workplace culture, your exit interview is the place to voice them (see our blog on exit interviews). Even then, however, your feedback should be directed in a way that can be constructive for your employer.

Writing a Resignation Letter

Leaving on good terms solidifies your professionalism and helps secure a good reference for your next role.

When resigning, it's important to be professional and formal. Using a sample resignation letter template can guide you in writing a formal resignation letter.

When writing a resignation email or letter, include a positive note, thanking the company and team, and state your final workday. Following these guidelines and using sample letters can help ensure a smooth and professional exit. Below, we've outlined what to include in a resignation letter and provided an example to help you draft your own.

Sample Resignation Letter

Use the below template to create a professional resignation letter that will help you resign in a professional manner. Replace all the wording in the brackets with the information relevant to your situation.

(Date)

(Manager’s name)

(Company name)

(Address)

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Dear (manager’s name),

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Please accept this letter as formal notification of my resignation from the role of (job title) at (company name). My last day with the company will be (date).

The reason for my decision to resign from my position at (company name) is (specify reason – remember, keep it professional!)

I would like to thank you for the opportunity to work at (company) for (years of service).

Please let me know how I can help support a smooth transition so as not to inconvenience you or the company.

Wishing you continued success for the future.

Kind regards,

(Your signature)

(Your full name)

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