Writing a Simple Resignation Letter (with Samples)
Use these sample resignation letters as templates for your formal resignation letter.
When an employee wants to leave his or her job, a well-written resignation letter will make the process go more smoothly. It is always a good idea to maintain a good relationship with an employer even if the employee is moving on to another job or staying at home with their children.
A previous employer could be asked to write a letter of recommendation, so it makes sense to be as professional as possible when resigning. The letter will also provide official notice that the employee is resigning.
Unless it is otherwise stipulated by company rules, an employee should give notice of resignation at least two weeks in advance of the time they plan to leave. They should give the date of departure. However, there are many ways and reasons for resigning including giving no notice, short notice, extended notice or for retirement. Even if the employee has spoken face-to-face with their employer about their resignation, they still need to send a formal letter.
The tone of the letter should be pleasant and friendly even if the employee is angry about leaving or doesn’t like their employer. Sounding ungrateful, complaining or criticizing the employer, another employee or the company is not professional.
A previous employer could be asked to write a letter of recommendation, so it makes sense to be as professional as possible when resigning. The letter will also provide official notice that the employee is resigning.
Unless it is otherwise stipulated by company rules, an employee should give notice of resignation at least two weeks in advance of the time they plan to leave. They should give the date of departure. However, there are many ways and reasons for resigning including giving no notice, short notice, extended notice or for retirement. Even if the employee has spoken face-to-face with their employer about their resignation, they still need to send a formal letter.
The tone of the letter should be pleasant and friendly even if the employee is angry about leaving or doesn’t like their employer. Sounding ungrateful, complaining or criticizing the employer, another employee or the company is not professional.
Good Parting Impression
A copy of this letter will most likely go in the file of the resigning employee, so it should leave a good parting impression. The letter should be written in formal business-style. This is an opportunity to maintain a good relationship with your employer and leave on a positive note.
If the employee is leaving on good terms with their employer, they can give more information about why they are resigning. If the employee hates the job and just wants out, it is recommended that they wait to resign until they have another job offer in writing.
It is also acceptable to write two or three lines just stating the facts which are:
• I am resigning
• This letter is my two-week notice
• My last working day is DATE
• Thank you for the experience of working for your company
The most common type of letter should state that the employee will:
• Work their full notice period
• Help with training a new employee
• Finish on-going projects
Reasons for Leaving
It may not be possible to work the full time required by a contract before resigning because of health reason, an emergency in the family or a new job that won’t wait. Some companies require several months’ notice, so a new employee can be trained. The reasons for leaving early should be clearly stated in the letter.
The main reasons people resign from a job are:
• They found a better job or higher position
• They need to accompany their spouse to another location
• They are starting their own business
• They are becoming a freelancer
• They want to stay at home with their children
Here are samples of a resignation letter. It should be sent by certified mail, so the employee has proof of the time and date the letter was sent and received.
A copy of this letter will most likely go in the file of the resigning employee, so it should leave a good parting impression. The letter should be written in formal business-style. This is an opportunity to maintain a good relationship with your employer and leave on a positive note.
If the employee is leaving on good terms with their employer, they can give more information about why they are resigning. If the employee hates the job and just wants out, it is recommended that they wait to resign until they have another job offer in writing.
It is also acceptable to write two or three lines just stating the facts which are:
• I am resigning
• This letter is my two-week notice
• My last working day is DATE
• Thank you for the experience of working for your company
The most common type of letter should state that the employee will:
• Work their full notice period
• Help with training a new employee
• Finish on-going projects
Reasons for Leaving
It may not be possible to work the full time required by a contract before resigning because of health reason, an emergency in the family or a new job that won’t wait. Some companies require several months’ notice, so a new employee can be trained. The reasons for leaving early should be clearly stated in the letter.
The main reasons people resign from a job are:
• They found a better job or higher position
• They need to accompany their spouse to another location
• They are starting their own business
• They are becoming a freelancer
• They want to stay at home with their children
Here are samples of a resignation letter. It should be sent by certified mail, so the employee has proof of the time and date the letter was sent and received.
Sample Resignation Letter (Basic)
[Your Name]
[Your Full Address]
[Your Phone Number]
[Your Email]
[Date]
[School Name]
[Title of Addressee]
[Organization]
[Full Company Address]
Dear Mr./Ms. Name of Recipient:
RE: Resignation
This letter is my formal notice that I am resigning from my job as high school Art Teacher in Name of School. My last day of attendance will be DATE, which is the last day of this school year. I have decided to accept the position of Curator of the City Fine Arts Museum.
I enjoy teaching, and would be happy to organize art workshops connected with the Museum for your students if it would be considered useful. I sincerely appreciate the freedom and support you have given me in the teaching of art and appreciate the seriousness with which you promote fine arts in the school. I hope I can continue to contribute to your curriculum.
Thank you for the wonderful experience of teaching art in your esteemed school.
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
Sample Resignation Letter (for Health Issues)
[Your Name]
[Your Full Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Title of Addressee]
[Organization]
[Full Company Address]
Dear Mr./Ms. Name of Recipient:
RE: Resignation
It is with great regret that I must inform you that in two weeks’ time I am resigning from the position of Art Department Director. I understand that my departure will cause a disruption, and I will do everything in my power to facilitate the smooth transition of duties to my replacement.
My decision to resign is not due to any shortcomings from this company, but to a recent diagnosis of a severe health issue. I was advised by my physician to cease working as soon as possible. With much consideration, I must agree with my doctor’s recommendation, because I cannot function at the typical level that I have no doubt you have come to expect, and focus on my health at the same time.
While working here, the support and encouragement I have received and the connections I have made, both professional and personal, have been invaluable. I will miss the challenging nature of my work and the enjoyable atmosphere and coworkers. I will always be grateful.Best regards,
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
[Your Name]
[Your Full Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Title of Addressee]
[Organization]
[Full Company Address]
Dear Mr./Ms. Name of Recipient:
RE: Resignation
It is with great regret that I must inform you that in two weeks’ time I am resigning from the position of Art Department Director. I understand that my departure will cause a disruption, and I will do everything in my power to facilitate the smooth transition of duties to my replacement.
My decision to resign is not due to any shortcomings from this company, but to a recent diagnosis of a severe health issue. I was advised by my physician to cease working as soon as possible. With much consideration, I must agree with my doctor’s recommendation, because I cannot function at the typical level that I have no doubt you have come to expect, and focus on my health at the same time.
While working here, the support and encouragement I have received and the connections I have made, both professional and personal, have been invaluable. I will miss the challenging nature of my work and the enjoyable atmosphere and coworkers. I will always be grateful.Best regards,
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
Sample Resignation Letter (for Career Growth)
[Your Name]
[Your Full Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Title of Addressee]
[Organization]
[Full Company Address]
Dear Mr./Ms. Name of Recipient:
RE: Resignation
This letter is to announce my resignation as college professor at this university. Although I have spent much of my teaching career at this college, it has come time to move on. With so many universities in the area, I feel stifled teaching only at this institution. Curriculum's and degree majors offered at different universities will allow a professor to become a better, well rounded educator. I appreciate the opportunity that you have given me but this is my resignation effective at the end of the month.
Please accept my professor resignation letter and my most sincere gratitude.
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
[Your Name]
[Your Full Address]
[Your Phone Number]
[Your Email]
[Date]
[Company Name]
[Title of Addressee]
[Organization]
[Full Company Address]
Dear Mr./Ms. Name of Recipient:
RE: Resignation
This letter is to announce my resignation as college professor at this university. Although I have spent much of my teaching career at this college, it has come time to move on. With so many universities in the area, I feel stifled teaching only at this institution. Curriculum's and degree majors offered at different universities will allow a professor to become a better, well rounded educator. I appreciate the opportunity that you have given me but this is my resignation effective at the end of the month.
Please accept my professor resignation letter and my most sincere gratitude.
Sincerely,
[Your Signature]
[Your Full Name]
[Your Job Title]
Sample Resignation Letter (for Family Reasons)
Sender’s Name
Sender’s Address
City, State, Zip Code
Email address
DATE
HR or Management Personnel’s Name
Position in the Company
Company’s Name
Company’s Address
City, State, Zip Code
Dear Name of Concerned Person:
This letter is a formal notification that I will be resigning from POSITION OR JOB DESCRIPTION in Name of Company on DATE. My reason for resigning at this time is to take care of serious family issues that only I can resolve. I will not be able to work during that time.
Since I am giving one month’s notice, I will be able to assist in finding and training a replacement. I will faithfully fulfil my responsibilities until DATE.
I have had great job satisfaction working at Name of Company and appreciate your understanding at this trying time. If there is anything I can do even after I leave to further any projects, please don’t hesitate to ask me. I can be reached at PHONE NUMBER or EMAIL ADDRESS.
Sincerely,
Signature of Sender
Printed Name of Sender
By Andre Bradley
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Sender’s Name
Sender’s Address
City, State, Zip Code
Email address
DATE
HR or Management Personnel’s Name
Position in the Company
Company’s Name
Company’s Address
City, State, Zip Code
Dear Name of Concerned Person:
This letter is a formal notification that I will be resigning from POSITION OR JOB DESCRIPTION in Name of Company on DATE. My reason for resigning at this time is to take care of serious family issues that only I can resolve. I will not be able to work during that time.
Since I am giving one month’s notice, I will be able to assist in finding and training a replacement. I will faithfully fulfil my responsibilities until DATE.
I have had great job satisfaction working at Name of Company and appreciate your understanding at this trying time. If there is anything I can do even after I leave to further any projects, please don’t hesitate to ask me. I can be reached at PHONE NUMBER or EMAIL ADDRESS.
Sincerely,
Signature of Sender
Printed Name of Sender
By Andre Bradley
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