A clear, concise and respectful resignation letter ends your employment well. It clarifies your departure details and preserves your professional relationship, setting a positive tone for future interactions.
In this article, you’ll learn how to write a successful resignation letter, including what to avoid. We’ll also share some examples for inspiration.
What is the typical structure of a resignation letter?
At the start of the letter, list the date, your full name, address, email address and phone number.
After that, add your employer’s name (including a salutation like “Dear Mr [surname]”, “Dear Mrs [surname]” or “To whom it may concern”). Follow with a clear statement of resignation, your notice period and your last day of work.
In the middle of the letter, outline your reason for leaving and express gratitude for your career opportunities with your current employer. Depending on the circumstances, these elements are optional (more on that later).
At the end of the letter, wrap things up with a polite closing statement and sign off with your full name.
Note: If you’re sending your letter via email, you can omit the contact information and date. However, you’ll want to ensure the subject line states the purpose of your message. Include the word “resignation” and your full name.
Here’s an example of how this structure looks in a letter format:
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [employer’s name],
I’m writing to resign from my position at [company name], effective [last working day]. This notice period aligns with the [duration] required by my contract.
Optional: While this decision was difficult, I am leaving because [add reason for leaving].
I appreciate the opportunities, support and growth I have experienced at [company name].
Please let me know how I can assist during the transition.
Sincerely,
[Your full name]
How do I write a good resignation letter?
Resigning is a personal experience, meaning the ideal resignation letter looks different to everyone. Your role, the working environment and reason for leaving can all impact how you write your formal resignation letter.
However, there are some best practices you can use to write a clear resignation letter.
Resignation letter best practices checklist:
Review your contract to verify the notice period
Keep it concise and professional
Avoid negativity
Express gratitude
Offer to help with the transition
Submit the letter to the right person
Review your contract to verify the notice period
Review your employment contract to confirm your notice period so you can add your last working day to your resignation letter. For example, are you required to offer two weeks’ notice?
When managers and colleagues know your last working day, they can take the appropriate measures to ensure a smooth transition, such as arranging a handover or hiring your replacement.
Sometimes, you may leave before your agreed notice period. For example, if a new employer wants you to start before the end of your notice. You’ll need to address this in the letter, saying something like:
“I request an earlier last working day of [proposed date] due to [reason]. I’m happy to assist in ensuring a smooth transition.”
Keep in mind that early departures need your employer’s agreement. If they’re unable to let you leave early, you may have to adjust your plans.
Note: Contracts also outline any conditions related to resignations, such as payment of unused leave or restrictions like non-compete clauses, so they’re worth reading in full before submitting your resignation.
Keep it clear and concise
A clear and concise letter ensures your intentions are clear, leaving no room for ambiguity or misunderstanding.
Say you write the following:
Dear [manager name],
I enjoy my role at this company and am grateful for the guidance and professional support I’ve received. Thank you for the opportunity.
Sincerely,
[Your name]
This letter doesn’t state that you’re resigning, so the manager receiving it will need further clarification.
Conversely, providing too much detail can be overwhelming for managers. Writing multiple paragraphs about your experience at the company, your reasons for departing and your hopes for the future makes it hard for managers to identify information, such as when you’re leaving.
Generally, keep the letter a single letter-sized page. Use simple language and short sentences, following the structure listed at the start of this article to cover all the points.
Avoid negativity
Even if you’re leaving due to dissatisfaction, keep the tone neutral or positive. For example, instead of saying, “I was unhappy with the lack of opportunities”, reframe it as “I’m pursuing opportunities that align more with my career aspirations”.
Negative comments about the company, management or colleagues could harm your prospects. Remaining neutral opens the door to future references within the same network.
Note: If there are issues you want to discuss with the company before leaving, ask for an exit interview to discuss them in more detail.
Express gratitude
To end your working relationship positively, you may want to acknowledge things you liked about working at the company.
Here’s an example: “I’m grateful for the opportunities I’ve had at [company name], especially the chance to lead [specific project] and develop [specific skills].”
Thank the people at the company who helped you grow and develop in your position, from career opportunities to learning and development (L&D). After all, you’re taking these skills with you into future roles.
Offer to help during the transition
Show your professionalism by offering to assist during the transition period. Leave this open-ended by saying, “Let me know how I can assist during this transition. I’m more than happy to help”, or you can be more specific.
For example, you might outline how you can help with these activities:
Hiring and training your replacement
Documenting processes
Wrapping up key projects
Offering support builds a good relationship with the company before leaving.
Submit the letter to the right person
Sending your resignation letter to the correct person (or people) is essential for several reasons.
The first is to help manage staff resignations. The right person must store your resignation letter for the company’s official records. Doing so ensures the company processes your departure in line with company policies, such as submitting your final pay, handling benefits and scheduling exit interviews.
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The second is to avoid future issues. If you send the letter to the wrong person, it could delay processing your resignation, affecting payroll, your final day or your exit process.
Who you send your resignation to varies from company to company, but it tends to be either a human resources (HR) manager, your direct line manager or both. Your contract should confirm who to send it to, or you can contact HR for clarification.
5 standard resignation letter templates
Use these resignation letter templates as a guide and starting point for your resignation letter. Customize them to your specific situation.
1. Simple resignation letter template
The simple resignation letter template is ideal if you want a no-fuss resignation. It’s straightforward and doesn’t provide extra information.
It’s also helpful if you’ve only briefly been with the company and don’t have a rapport with your manager. In this case, a simple letter will suffice.
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I’m writing to resign from my position as [job title] at [company name], effective [last working day].
Thank you for the opportunities I’ve had during my time here. I’m grateful for all the support, guidance and training you’ve provided.
Please let me know how I can assist with the transition process. I’m happy to help in any way I can.
Sincerely,
[Your full name]
2. Resignation letter template prioritizing relationships
With this template, you leave the company on good terms to preserve relationships. These positive relationships will put you in good stead if you need a reference in the future or want to return to the company in another position.
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I’ve decided to resign from my position as [job title] at [company name]. My last working day will be [last date].
I’m grateful for my opportunities here, especially for [mention a positive experience or opportunity]. Working with you and the team has been a pleasure, and I appreciate all the support and mentorship.
I’ll do everything possible to help during the transition and ensure a smooth handover.
Regards,
[Your full name]
3. Resignation letter template due to a toxic workplace
Even if the workplace has been challenging, don’t burn bridges. You never know what opportunities will come your way, and you may need a reference or advice from someone at this workplace.
Use this template to explain your reason for leaving without offending or upsetting the recipient:
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I’m writing to submit my resignation from my role as [job title] at [company name], effective [last day of employment].
While I appreciate my experiences here, I’ve decided to pursue other opportunities better aligned with my long-term career goals and well-being. Please understand that I did not make this decision lightly.
I’m committed to ensuring a smooth transition and will do what I can to assist before my departure.
Sincerely,
[Your full name]
4. Resignation letter template for a better opportunity
You’ve found a new job offering a better career opportunity. Use this template to explain this to your employer in a respectful way.
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
Please accept my formal resignation from my position as [job title] at [company name], with my last working day being [last working day].
I’ve accepted an offer for a new opportunity that will help me further my career development and provide growth that aligns with my professional goals. I appreciate the experiences I’ve had here. Your support has helped me grow both personally and professionally.
I’m happy to assist in the transition process during my remaining time here.
Thank you again for everything.
Sincerely,
[Your full name]
Remember: you don’t have to explain your reason for leaving. However, this template provides context around your decision if you want to share it.
5. Urgent resignation letter template without giving notice
Urgent circumstances can arise without warning. For example, traveling to a different city to care for a sick family member. In this situation, you may be unable to work your standard notice period.
Use this template to ask employers to waive your notice period, explaining your urgent circumstances.
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I regret to inform you that I must resign from my position as [job title] at [company name] immediately due to urgent personal reasons.
Unfortunately, I’m unable to provide the standard notice period due to the nature of the situation. [Add an explanation of why these circumstances require your immediate resignation].
I apologize for any inconvenience this may cause and will ensure I complete all necessary tasks before departure. Contact me at [add email address and phone number] if you have questions after my departure.
I appreciate your understanding, and I hope to work with you again in the future.
Sincerely,
[Your full name]
3 role-specific resignation letter examples
These templates reflect the level of responsibility and tone appropriate for each type of role: entry-level, mid-level or senior positions.
Here’s a quick rundown of how these types of roles influence the content of a resignation letter:
Entry-level employee |
|
Mid-level employee |
|
Senior employee |
|
Let’s look at some sample resignation letters to see them in action.
1. Entry-level employee resignation template
Entry-level employees get to the first step on the career ladder because an employer takes a chance on them. As a result, entry-level resignations often thank employers for hiring them despite their limited experience.
Look at this resignation template as an example:
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I’m writing to resign from my position as [entry-level job title] at [company name], effective [last working day].
I’m grateful I had the opportunity to work with the team, especially considering my limited experience. Your support and guidance have been invaluable in my professional development. I’ve learned a lot here and am thankful for the chance to grow in such a welcoming and collaborative environment.
Please let me know how I can assist with the transition in my remaining time.
Thank you again for this fantastic opportunity.
Sincerely,
[Your full name]
2. Mid-level professional resignation template
Most mid-level employees resigning from their positions are moving to a new company to perform a similar or more advanced role. As a result, these letters often strike a balance between appreciation for the past and excitement for the future. Here’s an example:
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [manager’s name],
I’m writing to resign from my position as [job title] at [company name], with my last working day being [last working day].
I appreciate the opportunities for growth and development I’ve had here, and I’m thankful for everything I’ve learned from you and the team. This role has been instrumental in preparing me for the next step in my career, where I’ll be taking on more responsibility.
Please let me know how I can assist during the transition period. I want to ensure a smooth handover of my responsibilities.
Again, thank you for the opportunity to be part of such a talented and supportive team.
Regards,
[Your full name]
3. Senior executive resignation template
Senior executives are writing to board members and C-suite employees. Their resignation letters express pride in the company’s accomplishments and a commitment to facilitating a smooth transition.
Look at this professional resignation letter template as an example:
[Your full name]
[Your address]
[Your email address]
[Your phone number]
[Date]
Dear [board members/CEO/manager’s name],
I submit my resignation from my role as [job title] at [company name] with mixed emotions, effective [last working day]. After much thought and consideration, I’ve decided to pursue new opportunities.
I’m proud of what we’ve accomplished together at [company name] and grateful for the trust, support and leadership I have experienced here. The team has been instrumental in shaping my career, and I’m confident the company will continue to thrive.
I’ll ensure a smooth transition by helping to identify my successor and providing the necessary support during the transition period.
Thank you for this incredible experience. I look forward to remaining in touch.
Sincerely,
[Your full name]
Final thoughts
Handing in your formal notice can be challenging, awkward and difficult, especially if your managers and colleagues don’t see it coming.
When done well, a compelling letter can positively end your professional relationship. Follow best practices and use these templates to provide a clear, concise and respectful resignation letter.
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