There are numerous reasons for leaving a job, including the need to spend more time with family or accepting a position at another company, etc. If you’ve decided to leave your current job, you should notify your employer in a professional manner.
No matter why you’ve decided to leave your job, writing a resignation letter can help you keep a good working relationship with your employer. A good resignation letter explains your intention to leave professionally and briefly.
In this article, we’ll go over how to write a resignation letter, what to include and how much notice to give, as well as a sample and templates to get you started.
What is a Letter of Resignation?
A resignation letter is commonly known as your exit letter in the company. However, it is not simply just like that.
In fact, they are business documents that are kept by the company and have it archived as this may be used in the future. It is not merely a formal letter that an employee needs to submit if he or she feels the need to resign, only to have it thrown in the trash bin afterwards. The company keeps a record of it.
Why do you need to write a Resignation Letter?
If you’re still unsure why you should write a resignation letter, consider the following reasons:
- The most important reason for writing a resignation letter is to maintain a professional demeanor.
- It allows your employer time to find a suitable replacement and close any loose ends before you move on to your next job opportunity.
- It makes your intention to leave your current position clear.
- Creating your own resignation letter gives you the opportunity to provide additional data that will be beneficial not only to your supervisor but also other leaders within the company.
What to Include in This Letter?
When you leave a job, a resignation letter sets the mood for your departure. The following should be included in your resignation letter:
- A Salutation
You will almost certainly have to send your resignation letter to your direct manager or an HR representative, but you may also address it to your team, department, or the institution in general.
- Your Intention and Departure Date
The body of your resignation letter should clearly state your intention to resign and the date of your departure. Moreover, two weeks’ notice is standard, but depending on your circumstances, you may be leaving immediately or offering more notice.
You should mention your current title and the company’s name. You may also include information about any excellent projects or payments you need to complete before leaving the company.
- Your reasons for leaving the company
When you give your employer a clear reason for leaving, you do not need to go into personal information in your resignation letter. Additionally, keep the tone polite and professional.
- A thank you message
Expressing your appreciation for your company can help create a positive demeanor for the remainder of your time at the organization and ensure a productive professional relationship after your departure.
- An offer to help with the transition
In this part of your letter, you are stating that you want to offer your help to make the transition seamless for the company.
- Your contact information
If you didn’t comprise your personal information at the top or within the body of your letter, do so now.
More so, you should include your current job position within the institution along with your professional contact information. This will make it easier for the company to reach you after your resignation.
Writing Tips
Here are some writing tips to help you write a more professional resignation letter:
- Give proper notice: If you are resigning, give your boss two weeks’ notice. If at all possible, write the letter at least two weeks before you plan to leave your job.
The most valuable knowledge to include in a resignation letter is the date you intend to leave the company. This eases the transition for both the employer and you. Include this date early in the letter.
- Ask questions: If you have any questions, such as where to leave work resources or questions about your benefits, you should include them in your letter as well.
- Don’t complain: A resignation letter is not the time to share or include all your frustrations about managers, co-workers, or the entire institution.
- Keep in mind that you may need a reference from people who read this letter in the future, so be courteous.
- Keep your letter brief: A resignation letter should be short, simple, focused, and to the point. There is no need to go into detail about your reasons for departing the letter professional rather than personal.
- Apply business letter format: Ensure that you follow business letter format and you should include a header with the employer’s name and address, the date, as well as your name and address.
- Before sending, proofread and double-check: You should also proofread and re-check the letter before submitting it to your manager.
Sample and Template
Here is a sample of a resignation letter to serve as your guidelines when crafting your own.
Jake Ford
123 Suncoast Drive, Seminole ⠂431- 323 – 4356 ⠂jakeford@gmail.com
December 15, 2022
Emily Lipton
Manager
Groundsen Agency
1815 Florida Road
Dear Ms. Lipton
I am writing this letter to notify you that I am resigning from my position as Account Executive for the Groundsen Agency, effective December 29.
I am very grateful that I have been part of this agency as well as the opportunities for professional and personal development that you have provided me during the last seven years. I really enjoyed working for the agency and appreciate your whole support provided me during my tenure with the institution.
Please let me know if I can be of any help during this transition.
Sincerely,
(Signature)
Jake Ford
Examples of Resignation Letter
Sample #1: Simple Resignation Letter
Georgina Rodriguez
Assistant Sales Manager
Flossy Properties
55 Mayfair Street, New Plymouth
Oklahoma 5647
georginarodriguez@gmail.com
December 15, 2022
Dear Joe,
I am writing this letter to inform you that I am resigning from my current position as assistant sales manager of Flossy Properties, effective on June 30.
I really appreciate the endless opportunities that you have provided me so I can grow professionally during my time in the company. Thank you very much for your encouragement and support.
Please let me know how I can help during the transition period. I wish you and the company all the best.
Sincerely,
Georgina Rodriguez
Sample #2: Two weeks’ notice resignation letter example
Flora Lincoln
Assistant Sales Manager
First Republic Inc.
55 Mayfair Street, New Plymouth
Oklahoma 5647
floralincoln@gmail.com
Dear Ms. Swift,
I am writing this letter to notify you about my decision to resign as assistant sales manager with First Republic Inc., effective two weeks from this date.
The past five years have been a great experience for me. I appreciate all the opportunities you have given me to learn and grow. I also value all the professional relationships that have been developed here with you and my teammates as well.
Please let me know if I can do any way to help with the transition period. Please keep in touch and keep safe.
All the best,
Flora Lincoln
Sample #3: Immediate resignation letter example
Elle Mirchele
Accounts Manager
Levi Investments
55 Mayfair Street, New Plymouth
Oklahoma 5647
ellemirchele@gmail.com
Dear Anne,
I would like to inform you of my resignation letter from being accounts manager with Levi Investments.
I understand that my contract expires by September 15, but I would like to resign immediately for an urgent personal reason.
Please let me know if there is anything I can do to help with the transition. I appreciate the opportunity to work collaboratively with you and your team. Please accept my apologies for the suddenness of my decision and any inconvenience it may cause.
Sincerely,
Elle Mirchele
Different Types of Resignation Letter
Many people are still unfamiliar with the various types of resignation letters. As a result, we provide you with multiple kinds of resignation letters as well as the adequate situation to use them in.
It is a public statement giving reason for one’s decision to leave the job. This letter is quite specific, so writing it may appear a little troubling; many people find it difficult to share private information with management.
People are sometimes forced to leave their jobs not because of a change in their financial situation or a career change, but because of their failing health. In this case, you must leave with a resignation letter for health reasons.
Some people find it difficult to write a resignation letter due to a hostile work environment. Regardless of the circumstances or how displeased you are with your work environment, it is highly suggested that you wrap up your professional relationship.
This is a letter wherein you are informing your manager regarding your resignation due to financial reasons.
People resign from jobs for a variety of reasons, some of which are positive and exciting, such as a pregnancy.
A resignation letter for going abroad can be issued for a variety of reasons. Acceptance to a higher education institution abroad, employment in a different country, marrying someone who lives abroad, or simply deciding to travel the world on a career break year are some of them.
There will be times in your career when you must relocate to a new city for a variety of reasons, such as returning to your hometown or settling in a location that you have always desired.
When transitioning from employment to retirement, it is recommended that you prepare an insightful resignation letter to assist you in keeping the company connections and coworker relationships user developed over the course of your career.
It is a single document in which you inform your employer that you are leaving to start your own business.
A resignation email is a digital message sent over to an employer or human resources representative informing them that an employee is leaving the company.
Key Takeaways
- Resignation letters are also kept by the company in case it will be used in the future.
- Keep your letter short and simple, but indicate your reasons why you are leaving.
- Offer help in the process of transition, this will keep a good connection between you, your employer, and the entire company.
- Do not include complaints in your letter, it will just lead to unpleasant relationships during your tenure.
- When writing your resignation letter, apply a business format.
- Always keep your letter with professionalism.