Writing a professional resignation letter can be challenging, particularly if you wish to leave your job gracefully. A well-written resignation letter demonstrates your professionalism and helps you keep a positive relationship with your current employer.
This guide will explain the key components of a respectful resignation letter and offer examples and templates for different situations.
What is a Resignation Letter?
A resignation letter is a formal document used to notify your employer that you plan to leave your job. You can send it by email or deliver a printed copy. This letter serves as an official notice of your departure and includes important details like your final working day and any other pertinent information about your exit. It’s best to submit your resignation letter at least two weeks before you leave. A well-written resignation letter helps to maintain a positive relationship with your employer and ensures a smooth transition to your next role.
How to Write a Professional Resignation Letter
Crafting a professional resignation letter involves following a specific format and including key elements that communicate your intentions clearly and respectfully. Below are the steps to write a professional resignation letter.
Resignation Letter Format
When writing a resignation letter, it’s important to follow a clear and professional format. Generally, your letter should include these key elements:
Date and Salutation
Start your resignation letter with the date, then address your manager formally. This simple but important step gives HR a record of when you submitted your resignation and sets a polite tone for your letter. A professional and respectful opening establishes the right mood for the rest of your resignation letter.
A Statement of Resignation
In the opening paragraph of your resignation letter, clearly state that you are resigning from your position and specify your last working day. This helps your employer plan for your departure, such as finding a replacement or reassigning your tasks. Keep this section clear and to the point, without going into unnecessary detail or emotions.
You can use a simple and professional tone, like this example:
Example: I am writing to inform you that I am resigning from my role as [Position Name] at [Company Name], effective [Date].
Mentioning the exact date of your departure is important because it provides your employer with a clear timeline to manage the transition. This straightforward approach maintains professionalism and ensures your employer has all the essential information about your resignation.
Body Paragraph
In your body paragraph, express your appreciation for your time with the company and reflect on the positive experiences and professional development you have gained. Mention any valuable training, a supportive team environment, or other beneficial aspects of your job. Even if you have reasons for leaving that are not entirely positive, try to focus on the positive and genuine aspects of your experience.
Also, outline your plan for leaving to ensure a smooth transition. Offer to help train your replacement and make sure all your responsibilities are clearly handed over. Describe your ongoing projects and tasks so your successor can easily continue where you left off. This approach will demonstrate your dedication to making the transition as smooth as possible and highlight your professionalism.
Closing Paragraph
In the closing paragraph, express your gratitude for the chance to work with the company and mention that you’d like to stay in touch. It’s a good idea to include your contact details if you want to use your former manager as a reference. Provide your email address or phone number and then sign your name. This shows your appreciation and keeps the possibility of future connections open.
What Do I Include in a Professional Resignation Letter?
A professional resignation letter should include specific elements that convey your intention to resign and maintain a positive relationship with your employer. Below are the key components to include in your letter.
1. Statement of Resignation and End Date
Start your letter by clearly stating your current job title and role at the company. Even if you work closely with your boss and they are familiar with your responsibilities, it is crucial to include this detail as the letter serves as your official resignation notice. Directly state your intention to resign and specify your last working day right from the beginning. This will quickly address one of the key questions your employer is likely to have: the exact date of your departure.
Example:
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day].
2. Gratitude
Take a moment to consider how you’ve developed or what you’ve valued most during your time at the company. Focus on specific aspects, like opportunities for professional growth, a positive work culture, or the support you’ve received from the organization.
It’s also important to express your appreciation for the time and resources your employer has invested in your career development. Showing sincere gratitude not only recognizes the company’s efforts but also creates a positive lasting impression.
Example:
I have greatly enjoyed working at [Company Name] and appreciate the opportunities I have had to grow professionally. The support and guidance from my colleagues and management have been invaluable.
3. Transition Details
Offer to assist with the transition process by training your replacement or transferring your responsibilities. This demonstrates your professionalism and commitment to ensuring a smooth handover.
Example:
I am committed to ensuring a smooth transition and am happy to assist in training my replacement and transferring my responsibilities. Please let me know how I can help during this period.
4. Personal Contact Information
This final paragraph is optional and you can leave it out if you don’t want or need to use your previous employer as a reference. However, many people prefer to keep their professional connections active.
Example:
You can reach me at [Your Email Address] or [Your Phone Number] if you need any further assistance after my departure.
What Not to Include in a Resignation Letter
When writing a resignation letter, it’s important to include certain key elements. However, there are also things you should avoid to keep your letter professional and respectful.
1. Future Career Moves
When writing your resignation letter, it’s best not to mention your plans for the future. Focus on your current role and clearly state that you are resigning. This keeps the letter professional and concentrated on your present position.
2. Distasteful Language
Maintain a professional tone in your resignation letter. Avoid using negative or unprofessional language that might reflect badly on you. This helps ensure you leave on good terms and keep your professional reputation intact.
3. Emotional Attachments
It’s fine to express thanks for the opportunities you’ve had, but try not to let emotions dominate your letter. A professional and straightforward tone helps your departure be seen in a positive light.
4. Criticism of Coworkers
Do not include any criticism of your colleagues, management, or the company in your resignation letter. Negative comments can harm your professional reputation and make it harder to maintain future relationships.
5. Projecting Bitterness
Keep your resignation letter positive and respectful. Avoid showing bitterness or resentment, as this can leave a negative impression and affect your future interactions with the company and colleagues.
Resignation Letter Examples
Email Resignation Letter Example
Subject: Resignation – [Your Name]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I am grateful for the opportunities and experiences I have had during my time here. I will do my best to ensure a smooth transition and am available to assist in any way possible during this period.
Thank you for your support and understanding.
Sincerely, [Your Full Name]
Short Resignation Letter Example
Dear [Manager’s Name],
Please accept this letter as my formal resignation from my position as [Job Title] at [Company Name], effective [Last Working Day].
Thank you for the opportunity.
Sincerely, [Your Full Name]
Simple Resignation Letter Example
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [Last Working Day]. I am grateful for the opportunities and experiences I have had during my time here.
Thank you for your support.
Sincerely, [Your Full Name]
Formal Resignation Letter Example
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I have greatly enjoyed my time at [Company Name] and appreciate the opportunities I have had to grow professionally. The support and guidance from my colleagues and management have been invaluable.
I am committed to ensuring a smooth transition and am happy to assist in training my replacement and transferring my responsibilities. Please let me know how I can help during this period.
Thank you once again for everything.
Sincerely, [Your Full Name]
Free Professional Resignation Letter Templates
Here are some resignation letter templates that can help you leave your current job smoothly and professionally.
1. General Resignation Letter Template
Use this template for a general resignation letter.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I am grateful for the opportunities I have had to grow professionally and personally during my time here.
I am committed to ensuring a smooth transition and am happy to assist in training my replacement and transferring my responsibilities. Please let me know how I can help during this period.
Thank you for your support and guidance.
Sincerely,
[Your Full Name]
2. New Opportunity Resignation Letter Template
Use this template if you are leaving your current job for a new opportunity.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I have accepted a new opportunity that I believe will further my career development.
I want to express my gratitude for the support and opportunities I have received during my time at [Company Name]. I am committed to ensuring a smooth transition and am available to assist in training my replacement and transferring my responsibilities.
Thank you once again for everything.
Sincerely,
[Your Full Name]
3. Reason for Leaving Resignation Letter Template
Use this template if you need to provide a specific reason for leaving.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. Due to [specific reason], I have decided to pursue a new direction in my career.
I appreciate the opportunities and support I have received during my time at [Company Name]. I am committed to ensuring a smooth transition and am available to assist in any way possible.
Thank you for your understanding.
Sincerely,
[Your Full Name]
Job Resignation Letter Templates
When you’re in a specialized job, you might need to write a more detailed resignation letter when you decide to leave. Here are a couple of templates for these kinds of roles.
1. Contractor Resignation Letter Template
Use this template if you are a contractor resigning from your position.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my contract position as [Job Title] at [Company Name], effective [Last Working Day]. I have enjoyed my time working on various projects and appreciate the opportunities provided.
I will ensure all my work is completed and will assist in the transition process as needed.
Thank you for your support.
Sincerely,
[Your Full Name]
2. Executive Resignation Letter Template
Use this template if you are an executive resigning from your position.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Board of Directors/CEO’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Board of Directors/CEO’s Name],
I am writing to formally resign from my position as [Executive Title] at [Company Name], effective [Last Working Day]. It has been a privilege to serve in this role and contribute to the company’s growth.
I am committed to ensuring a smooth transition and am available to assist in any way possible during this period.
Thank you for the opportunity and support.
Sincerely,
[Your Full Name]
3. Teacher Resignation Letter Template
Use this template if you are a teacher resigning from your position.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Principal’s Name]
[School Name]
[School Address]
[City, State, Zip Code]
Dear [Principal’s Name],
I am writing to formally resign from my position as [Subject] teacher at [School Name], effective [Last Working Day]. I have thoroughly enjoyed my time teaching and am grateful for the support of my colleagues and students.
I will ensure all my teaching materials are in order and will assist in the transition process as needed.
Thank you for the opportunity to be part of this wonderful school community.
Sincerely,
[Your Full Name]
4. Nurse Resignation Letter Template
Use this template if you are a nurse resigning from your position.
Example:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Date]
[Manager’s Name]
[Hospital/Clinic Name]
[Hospital/Clinic Address]
[City, State, Zip Code]
Dear [Manager’s Name],
I am writing to formally resign from my position as [Nurse Title] at [Hospital/Clinic Name], effective [Last Working Day]. It has been an honor to work with such a dedicated team and to care for our patients.
I will ensure all my duties are covered and will assist in the transition process as needed.
Thank you for the opportunity and support.
Sincerely,
[Your Full Name]
Professional Resignation Letter Samples
Given the templates we’ve discussed, let’s review some sample resignation letters tailored for various roles. Each example takes a slightly different but respectful approach to resigning from a position.
1. Gracious Resignation Letter Sample
Dear [Manager’s Name],
I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Last Working Day]. I have greatly enjoyed working here and am grateful for the opportunities I have had to grow professionally and personally.
I am committed to ensuring a smooth transition and am happy to assist in training my replacement and transferring my responsibilities. Please let me know how I can help during this period.
Thank you once again for everything.
Sincerely, [Your Full Name]
2. Brief Resignation Letter Sample
Dear [Manager’s Name],
Please accept this letter as my formal resignation from my position as [Job Title] at [Company Name], effective [Last Working Day].
Thank you for the opportunity.
Sincerely, [Your Full Name]
3. Immediate Resignation Letter Sample
Dear [Manager’s Name],
I regret to inform you that I must resign from my position as [Job Title] at [Company Name], effective immediately due to [specific reason]. I apologize for any inconvenience this may cause and am willing to assist in any way possible during this transition.
Thank you for your understanding.
Sincerely, [Your Full Name]
4. Retirement Resignation Letter Sample
Dear [Manager’s Name],
I am writing to formally announce my retirement from my position as [Job Title] at [Company Name], effective [Last Working Day]. It has been a pleasure working here and I am grateful for the opportunities I have had to contribute to the company’s success.
I will do my best to ensure a smooth transition and am available to assist in any way possible during this period.
Thank you for your support and understanding.
Sincerely, [Your Full Name]
5. Extended Notice Resignation Letter Sample
[Date]
Dear Mr./Ms. [Last Name],
I am writing to formally notify you of my decision to resign from my position at Company A, effective at the end of this quarter. My final working day will be June 30.
While leaving this wonderful team is difficult, I am moving on to pursue a Master of Fine Arts in Creative Writing at the University of Iowa. Writing books has always been a long-held dream of mine, and I believe this step is the best way for me to achieve it.
I want to express my sincere thanks for all the support and guidance you have provided over the past [X] years. I am genuinely grateful for the opportunities I have had here.
With my departure six weeks away, I will focus on completing my current projects and ensuring a smooth transition by training team members and transferring my responsibilities. Please let me know if there are any specific tasks I can handle to facilitate this process.
Thank you once again for everything.
Sincerely,
[Your Full Name]
6. Personal Reasons Resignation Letter Sample
[Date]
Dear Mr./Ms. Last Name,
I am writing to let you know that I am resigning from my position at Company A due to personal reasons. My last working day will be April 15. I have greatly enjoyed working with you and the team over the past three years and am grateful for the opportunities to grow and develop my skills.
In the next two weeks, I will focus on finishing my current tasks and ensuring a smooth handover of my projects to other team members. If there’s anything else you need from me during this time, please let me know.
Thank you for your support and understanding. I have valued my time at Company A and wish you and the team continued success.
Sincerely,
[Your Full Name]
Ready to Write Your Resignation Letter?
When writing your resignation letter, it’s important to be courteous regardless of your position. Clearly state your reasons for leaving and make sure to let the appropriate people know.
Showing gratitude and maintaining a supportive attitude as you leave can positively impact your relationship with your employer. Even if your reasons for leaving aren’t ideal, it’s best to part on good terms.
Using resignation letter samples and templates can help ensure you maintain professional relationships and keep your network strong as you move on to new opportunities.
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