Written resignation letter template
Writing a resignation letter is a clear and professional way to end your employment. It helps maintain good relations with your employer and ensures a smooth transition. A well-structured resignation letter should be brief, direct, and respectful.
Start by stating your intention to resign and include the effective date of your resignation. This makes the process transparent and allows your employer to plan accordingly. Next, express gratitude for the opportunities you had during your employment. This leaves a positive impression and helps preserve a professional relationship.
Finally, offer assistance during the transition period. This can include training a replacement or wrapping up ongoing projects. The more proactive you are, the easier it will be for both you and your employer to move forward smoothly.
Below is a simple template you can customize to fit your situation:
Here’s the corrected version:
Ensure your resignation letter is clear and direct. Start with a formal greeting, followed by a statement of your resignation and the date it will be effective. Express gratitude for the opportunities provided during your time at the company, but avoid going into too much detail. Keep it professional and polite. Here’s an example of how to structure your resignation letter:
Resignation Letter Structure
- Subject Line (if sending via email): Resignation Letter
- Salutation: Address your manager or HR professionally (e.g., “Dear [Manager’s Name]”).
- First paragraph: Clearly state your resignation and mention the date your resignation will be effective.
- Second paragraph: Briefly express gratitude for your experience and growth in the company.
- Closing: Politely sign off, offering assistance with the transition if necessary.
Remember, keep the tone respectful and concise. Your letter should reflect a professional attitude, even if the circumstances leading to your resignation are less than ideal. Consider keeping a copy for your records and to reference during the exit interview if required.
- Written Resignation Letter Template
When writing a resignation letter, clarity and professionalism matter. A simple structure will ensure your message is received respectfully. Use this template as a guide to drafting your letter:
Template Structure
Start with a formal greeting. Address your supervisor or manager by their proper title.
[Your Name] [Your Job Title] [Company Name] [Date]
Next, state your intention clearly in the opening sentence:
Dear [Supervisor’s Name], I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day].
After that, express appreciation for the opportunity, if desired. A brief thank you for your time at the company is professional and considerate, but optional:
I am grateful for the experiences I’ve gained during my time at [Company Name], and I’ve enjoyed working with you and the team.
Then, explain the reason for your resignation, but keep it short and neutral. It’s not necessary to give detailed explanations unless you wish to:
This decision comes after careful consideration, and I believe it is time for me to pursue new challenges.
Finally, wrap up the letter by offering assistance during the transition period. It shows goodwill and professionalism:
I will do everything I can to ensure a smooth handover of my responsibilities before my departure.
Conclude the letter with a formal closing and your signature:
Sincerely, [Your Name]
This straightforward template ensures you leave your position respectfully while maintaining professionalism.
Begin with a clear statement of your intention to resign. Include the exact date when you plan to leave, so there’s no confusion about your notice period. For example: “I am writing to formally resign from my position as [Job Title] at [Company Name], effective [Date].” This sets the tone for a professional and direct communication.
Next, mention the role or position you’re resigning from. It provides context, especially if you’ve held multiple roles within the company. It helps the reader quickly understand the scope of your resignation.
Consider expressing gratitude in the opening lines, but keep it brief. A simple acknowledgment like “I appreciate the opportunity to work with the team” can show respect without going overboard.
Finally, make it clear that you are committed to assisting with the transition. This helps maintain goodwill and assures your employer that you’ll leave on a positive note. For instance: “I am happy to assist in making the transition as smooth as possible.” This sets a cooperative tone for the rest of the letter.
Ensure your resignation letter is neatly formatted. This reflects your professionalism and respect for the recipient.
1. Use a Clear Layout
Stick to a clean and organized structure. Place your contact details at the top, followed by the recipient’s name and company address. Keep it simple and straightforward.
2. Keep Paragraphs Brief
Avoid large blocks of text. Break your content into short paragraphs for easier reading. Each paragraph should convey a single idea.
3. Use Standard Font and Size
Choose a formal, easy-to-read font like Arial or Times New Roman, and keep the font size at 11 or 12 points. This ensures your letter looks polished and legible.
4. Use Proper Spacing
Leave a space between paragraphs and ensure that there is a clear separation between your opening, body, and closing sections. This helps maintain a tidy appearance.
5. Keep a Professional Tone
Even if you’re resigning under difficult circumstances, maintain a courteous and respectful tone throughout. Avoid using casual language or negative remarks.
6. Sign Off Appropriately
End your letter with a polite sign-off, such as “Sincerely” or “Best regards,” followed by your name. If submitting a printed letter, sign your name above the typed one.
Be direct and clear while expressing gratitude in your resignation letter. Avoid using negative language or leaving any ambiguity about your departure. Keep your tone professional, yet friendly.
For example, instead of saying “I’m leaving because I’m unhappy,” say, “I have decided to pursue another opportunity that aligns better with my career goals.” This maintains a polite tone and reflects your decision without placing blame or creating unnecessary tension.
Show appreciation for the opportunities and experiences you gained during your time at the company. A simple statement like, “I truly appreciate the support and opportunities provided during my time here,” helps leave a positive impression.
Additionally, offer your assistance during the transition period. For example: “Please let me know how I can assist with the transition process to ensure a smooth handover of my responsibilities.” This shows goodwill and professionalism.
| Phrase to Avoid | Alternative Phrase |
|---|---|
| “I’m leaving because of issues” | “I’m moving on to new challenges” |
| “I hated working here” | “I am grateful for the time I spent here” |
| “Goodbye, I won’t miss this place” | “I will remember my time here fondly” |
Clearly state your last working day to avoid confusion and ensure smooth transition planning. Typically, your notice period is set by your contract, so calculate the exact date based on that. Mention it directly after informing your employer of your decision to resign. For example, write: “My last working day will be [date], in accordance with my [X] weeks’ notice period.” This approach is concise and professional, allowing your employer to prepare for your departure.
Tips for Mentioning Your Last Day
Be specific about the date. Avoid vague phrasing like “at the end of the month” or “next week,” as it can lead to uncertainty. If your notice period overlaps with holidays or special events, adjust the wording to make it clear whether those days count as part of your notice. For instance: “I will be available to work through [date], including the holiday break, and my final day will be [date].” This helps avoid misunderstandings and gives your employer ample time to make any necessary arrangements.
Considerations for Different Scenarios
If you’re leaving before completing your full notice period, explain why, but do so tactfully. Avoid sounding abrupt or uncooperative. You might say, “Due to personal reasons, I am unable to fulfill the full notice period, and my last working day will be [date].” This keeps the tone professional while still being clear.
Clearly state your readiness to help with the transition by offering specific actions you can take. Suggest tasks like training your replacement, providing detailed instructions for ongoing projects, or being available for consultations after you leave. Make it clear you want to ensure the team does not experience unnecessary disruptions. Offer to assist in finding or onboarding your successor if needed.
Be Specific About Your Contributions
Identify areas where your knowledge is most valuable. If there are specific systems, procedures, or client relationships you manage, offer to prepare comprehensive documentation or walkthroughs. Outline the steps that would ease the workload for others as they take over your responsibilities.
Keep Communication Open
Express your willingness to remain available for follow-up questions during a set period after your departure. This will ensure your colleagues can reach out if something is unclear. Clarifying this upfront avoids misunderstandings later and shows your commitment to a smooth handover.
Once your resignation letter is submitted, focus on the transition. First, ensure your manager or HR department acknowledges receipt. A follow-up email can confirm the details and express gratitude for the opportunity.
Next, begin organizing your workload. Prioritize pending tasks and offer to assist with any handover processes. This will leave a positive impression, showing responsibility and dedication.
Prepare a formal exit interview if requested. It’s a chance to share constructive feedback and maintain a good relationship with the company. Stay respectful and professional during this conversation.
Finally, double-check your benefits, final paycheck, and any remaining vacation days. Make sure everything is in order before your departure. This will avoid any surprises and ensure a smooth exit.
Writing a resignation letter should be direct and professional. Stick to a clear structure to avoid ambiguity. Start with a formal salutation, and state your intention to resign right away. Keep it simple, polite, and avoid emotional language.
Key Points to Include
State your resignation date: Clearly mention your last working day. This avoids any confusion and allows the employer to plan accordingly.
Express gratitude: Even if you’re leaving under less-than-ideal circumstances, thank your employer for the opportunity. A short sentence can maintain goodwill and leave the door open for future networking.
What to Avoid
Avoid lengthy explanations: Do not provide unnecessary details about why you are resigning. Keep the tone neutral and professional, and leave personal reasons out unless they are directly relevant.
Don’t criticize: Avoid mentioning any negative experiences or frustrations. Focus on the positive aspects of your time with the company.