Resignation Letter: How To Draft It Right!
Learn how to write a resignation letter. Use our sample resignation letters as templates for your resignation letter.
Last updated on August 27th, 2023
Last updated on August 27th, 2023
Resigning from a job can be a challenging and emotional decision. However, once the decision has been made, the next step is to write a resignation letter. A resignation letter is a formal letter that notifies your employer that you are leaving your position.
It is an essential part of the resignation process and can help you leave your job on a positive note. In this article, we will discuss the key elements of a resignation letter and provide a step-by-step guide on how to write a resignation letter.
Key Elements of a Resignation Letter
1. Date and Contact Information The first step in writing a resignation letter is to include the date of the letter and your contact information. This includes your full name, address, phone number, and email address.
2. Addressing the Letter The next step is to address the letter to your manager or supervisor. It is essential to address the letter to the appropriate person as it will reflect your professionalism and respect for the company.
3. Statement of Resignation The statement of resignation is the most critical element of the resignation letter. It is essential to clearly state that you are resigning from your position and the effective date of your resignation.
4. Reason for Resignation While it is not necessary to include the reason for your resignation, it is a good idea to provide a brief explanation. This can help your employer understand why you are leaving and can also provide valuable feedback for the company.
5. Gratitude It is important to express gratitude in your resignation letter. You can thank your employer for the opportunity to work with the company and for the experience gained while in your position.
6. Offer to Help You may want to offer to help during the transition period. This can include training your replacement or completing any outstanding projects.
7. Closing The closing of the resignation letter should be professional and courteous. You can include your best wishes for the company's future and express your willingness to maintain a positive relationship.
2. Addressing the Letter The next step is to address the letter to your manager or supervisor. It is essential to address the letter to the appropriate person as it will reflect your professionalism and respect for the company.
3. Statement of Resignation The statement of resignation is the most critical element of the resignation letter. It is essential to clearly state that you are resigning from your position and the effective date of your resignation.
4. Reason for Resignation While it is not necessary to include the reason for your resignation, it is a good idea to provide a brief explanation. This can help your employer understand why you are leaving and can also provide valuable feedback for the company.
5. Gratitude It is important to express gratitude in your resignation letter. You can thank your employer for the opportunity to work with the company and for the experience gained while in your position.
6. Offer to Help You may want to offer to help during the transition period. This can include training your replacement or completing any outstanding projects.
7. Closing The closing of the resignation letter should be professional and courteous. You can include your best wishes for the company's future and express your willingness to maintain a positive relationship.
Step-by-Step Guide to Writing a Resignation Letter
Step 1: Plan Your Letter Before writing your resignation letter, it is important to plan out what you want to say. Consider your reasons for leaving, the effective date of your resignation, and any final tasks that need to be completed. This will help you create a clear and concise resignation letter.
Step 2: Use a Professional Format Your resignation letter should be professional and follow a standard business format. Use a clear and legible font, and make sure the letter is well-structured and easy to read.
Step 3: Start with a Professional Salutation Begin your resignation letter with a professional salutation, such as "Dear Mr./Ms. Last Name." This sets a professional tone for the letter and shows respect for your employer.
Step 4: State Your Intentions The first paragraph of your resignation letter should state your intention to resign from your position. Include the effective date of your resignation and the reason for leaving if you choose to do so.
Step 5: Express Gratitude Express your gratitude for the opportunity to work with the company in the second paragraph of your letter. This shows appreciation for the experience gained while in your position and helps maintain a positive relationship.
Step 6: Offer to Help In the third paragraph of your resignation letter, you may want to offer to help during the transition period. This can include training your replacement or completing any outstanding projects.
Step 7: Close the Letter The final paragraph of your resignation letter should include a closing statement that expresses your best wishes for the company's future and your willingness to maintain a positive relationship.
Step 8: Proofread and Edit Before sending your resignation letter, make sure to proofread and edit it carefully. Check for grammar and spelling errors, and make sure the letter is clear, concise, and professional. This will help ensure that your resignation letter is received in a positive light and reflects well on you as a professional.
Step 2: Use a Professional Format Your resignation letter should be professional and follow a standard business format. Use a clear and legible font, and make sure the letter is well-structured and easy to read.
Step 3: Start with a Professional Salutation Begin your resignation letter with a professional salutation, such as "Dear Mr./Ms. Last Name." This sets a professional tone for the letter and shows respect for your employer.
Step 4: State Your Intentions The first paragraph of your resignation letter should state your intention to resign from your position. Include the effective date of your resignation and the reason for leaving if you choose to do so.
Step 5: Express Gratitude Express your gratitude for the opportunity to work with the company in the second paragraph of your letter. This shows appreciation for the experience gained while in your position and helps maintain a positive relationship.
Step 6: Offer to Help In the third paragraph of your resignation letter, you may want to offer to help during the transition period. This can include training your replacement or completing any outstanding projects.
Step 7: Close the Letter The final paragraph of your resignation letter should include a closing statement that expresses your best wishes for the company's future and your willingness to maintain a positive relationship.
Step 8: Proofread and Edit Before sending your resignation letter, make sure to proofread and edit it carefully. Check for grammar and spelling errors, and make sure the letter is clear, concise, and professional. This will help ensure that your resignation letter is received in a positive light and reflects well on you as a professional.
Sample Resignation Letters
​Sample 1 - Simple Resignation Letter Template
[Employee’s Name]
[Address of Employee]
[City, State, Zip Code]
[DATE]
[Manager’s Name]
[Name of Company]
[Address of Company]
[City, State, Zip Code]
RE: Resignation
Dear [Manager’s Name],
I am using this letter to formally announce that I will no longer be working as a [POSITION] at [NAME OF COMPANY]. My final day of employment is [DATE].
Being a part of your team has given me a lot of knowledge and experience, and I appreciate the time and consideration you gave me during my training. I am certain that given the skills I have developed working with you, I could lead a [NAME OF PROGRAM] project. I will never forget how you helped me.
I'll make every effort to finish all the unresolved issues I have on schedule, and I'd be glad to assist with training a new employee. I consider myself fortunate to have worked at [NAME OF COMPANY] for the past three years, and I wish you continued success. Please acknowledge this letter, and feel free to contact me at [555-123-4567] or [[email protected]] if you have any questions.
Sincerely,
[Employee’s Signature]
[Employee’s Name Printed]
[Address of Employee]
[City, State, Zip Code]
[DATE]
[Manager’s Name]
[Name of Company]
[Address of Company]
[City, State, Zip Code]
RE: Resignation
Dear [Manager’s Name],
I am using this letter to formally announce that I will no longer be working as a [POSITION] at [NAME OF COMPANY]. My final day of employment is [DATE].
Being a part of your team has given me a lot of knowledge and experience, and I appreciate the time and consideration you gave me during my training. I am certain that given the skills I have developed working with you, I could lead a [NAME OF PROGRAM] project. I will never forget how you helped me.
I'll make every effort to finish all the unresolved issues I have on schedule, and I'd be glad to assist with training a new employee. I consider myself fortunate to have worked at [NAME OF COMPANY] for the past three years, and I wish you continued success. Please acknowledge this letter, and feel free to contact me at [555-123-4567] or [[email protected]] if you have any questions.
Sincerely,
[Employee’s Signature]
[Employee’s Name Printed]
Sample 2 - Resignation Letter Email Template
To: [email protected]
Subject: Resignation - [Employee’s Name]
Dear [Manager’s Name],
Please accept this letter of resignation from the position of [POSITION], which will take effect in two weeks. My last day working for [NAME OF COMPANY] is [DATE].
I choose to accept a job with another organization since it will help me advance professionally. Working at [NAME OF COMPANY] has been fun, and I shall miss my coworkers. This new position, though, will test my development and advance my career.
In order to make the transition as easy as possible for you over the following two weeks, I am ready to assist you in any way I can. This also entails assisting with the hiring and training of my replacement. If there is anything in particular you want me to do, just let me know.
Again, it has been a pleasure working as a part of your company.
Sincerely,
[Employee’s Name Printed]
Subject: Resignation - [Employee’s Name]
Dear [Manager’s Name],
Please accept this letter of resignation from the position of [POSITION], which will take effect in two weeks. My last day working for [NAME OF COMPANY] is [DATE].
I choose to accept a job with another organization since it will help me advance professionally. Working at [NAME OF COMPANY] has been fun, and I shall miss my coworkers. This new position, though, will test my development and advance my career.
In order to make the transition as easy as possible for you over the following two weeks, I am ready to assist you in any way I can. This also entails assisting with the hiring and training of my replacement. If there is anything in particular you want me to do, just let me know.
Again, it has been a pleasure working as a part of your company.
Sincerely,
[Employee’s Name Printed]
Frequently Asked Questions (FAQs)
Q. What is a resignation letter?
A. A resignation letter is a written document that formally notifies an employer of an employee's intention to resign from their job position. It typically includes the employee's reasons for leaving, the effective date of resignation, and a note of gratitude for the employer and the company.
Q. Why is a resignation letter important?
A. A resignation letter is important because it serves as a professional and formal way to communicate an employee's decision to leave their job to their employer. It also helps to maintain a positive relationship with the employer, colleagues, and company.
Q. What should be included in a resignation letter?
A. A resignation letter should include the employee's full name, current job title, and the effective date of resignation. It should also include a brief explanation of the reasons for leaving, a note of gratitude for the employer and the company, and an offer to assist in the transition period.
Q. How should a resignation letter be delivered?
A. A resignation letter should be delivered in person to the employee's immediate supervisor or human resources representative. It can also be sent by email, but it is recommended to follow up with a hard copy delivered in person or by mail.
Q. When should a resignation letter be submitted?
A. A resignation letter should be submitted at least two weeks before the effective date of resignation. However, this can vary depending on the employer's policies and the employee's contract.
Q. Is it necessary to give a reason for resigning in a resignation letter?
A. No, it is not necessary to give a reason for resigning in a resignation letter. However, it can be helpful to provide a brief explanation to maintain a positive relationship with the employer and the company.
Q. Should a resignation letter be negative or positive?
A. A resignation letter should be positive and professional, even if the reasons for leaving are negative. It is important to maintain a positive relationship with the employer and the company, as they may serve as references in the future.
Q. Can a resignation letter be retracted?
A. In most cases, a resignation letter can be retracted if the employee changes their mind before the effective date of resignation. However, it is important to check with the employer's policies and the terms of the employment contract.
Q. Can a resignation letter be used as a legal document?
A. No, a resignation letter is not a legal document. It is simply a formal notification of an employee's intention to resign from their job position. However, it can be used as evidence in legal proceedings related to the terms and conditions of employment.
Q. Can a resignation letter be used to negotiate a counteroffer?
A. Yes, a resignation letter can be used to negotiate a counteroffer from the employer. However, it is important to consider the reasons for leaving and the potential impact on the professional relationship with the employer and the company.
A. A resignation letter is a written document that formally notifies an employer of an employee's intention to resign from their job position. It typically includes the employee's reasons for leaving, the effective date of resignation, and a note of gratitude for the employer and the company.
Q. Why is a resignation letter important?
A. A resignation letter is important because it serves as a professional and formal way to communicate an employee's decision to leave their job to their employer. It also helps to maintain a positive relationship with the employer, colleagues, and company.
Q. What should be included in a resignation letter?
A. A resignation letter should include the employee's full name, current job title, and the effective date of resignation. It should also include a brief explanation of the reasons for leaving, a note of gratitude for the employer and the company, and an offer to assist in the transition period.
Q. How should a resignation letter be delivered?
A. A resignation letter should be delivered in person to the employee's immediate supervisor or human resources representative. It can also be sent by email, but it is recommended to follow up with a hard copy delivered in person or by mail.
Q. When should a resignation letter be submitted?
A. A resignation letter should be submitted at least two weeks before the effective date of resignation. However, this can vary depending on the employer's policies and the employee's contract.
Q. Is it necessary to give a reason for resigning in a resignation letter?
A. No, it is not necessary to give a reason for resigning in a resignation letter. However, it can be helpful to provide a brief explanation to maintain a positive relationship with the employer and the company.
Q. Should a resignation letter be negative or positive?
A. A resignation letter should be positive and professional, even if the reasons for leaving are negative. It is important to maintain a positive relationship with the employer and the company, as they may serve as references in the future.
Q. Can a resignation letter be retracted?
A. In most cases, a resignation letter can be retracted if the employee changes their mind before the effective date of resignation. However, it is important to check with the employer's policies and the terms of the employment contract.
Q. Can a resignation letter be used as a legal document?
A. No, a resignation letter is not a legal document. It is simply a formal notification of an employee's intention to resign from their job position. However, it can be used as evidence in legal proceedings related to the terms and conditions of employment.
Q. Can a resignation letter be used to negotiate a counteroffer?
A. Yes, a resignation letter can be used to negotiate a counteroffer from the employer. However, it is important to consider the reasons for leaving and the potential impact on the professional relationship with the employer and the company.
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