This article will share everything you need to know about resignation letters, along with the samples and resignation letter format that will come in handy someday.
If you have decided to quit a job, you must write a resignation letter. The primary purpose of a resignation letter is to inform your employer that you are resigning. Writing a resignation letter to formalize your departure details is always a good idea. The resignation letter provides the points of your departure from employment, including written notice and documentation of the end date of your job. Furthermore, it’s worth spending a little time making this two weeks notice letter solid and polished.
Resignation is the official document you present to your higher-ups, and HR will set the tone for the rest of your time at this job as well as your relationship moving forward. To know more about how to write a resignation letter, go through this article as it provides a piece of in-depth information.
What is a resignation letter?
A resignation letter is a document that declares to your employer that you are leaving your job. Employee himself should write the letter. The resignation letter formalizes your departure from your current employment and can be written as a printed letter or an email message. It provides the details of your departure from the job, including written notice and documentation of the end date of your employment.
When you intend to leave your job, you must write a resignation letter to announce your intent to leave a position currently held, such as an office, employment, or commission. The companies allow you to write the purpose of the resignation letter when you quit. You can either use it as an opportunity to build relationships and resign on a positive note with no pun intended. It’s not the same as quitting, which is an act of leaving a job permanently. Like resigning, you leave your place of employment willingly. Typically, you quit and leave the beliefs immediately without giving your employer a formal notice.
A resignation letter is sent as an email and must be addressed to the reporting manager and HR. This letter is not just an acknowledgment of the company that you intend to leave. Still, it is also communication to superiors and human resources so that they can find a replacement for your position. You should email your resignation letter to your immediate supervisor, with a copy to the Human Resources department at your workplace.
An employer often fires you and stops paying you instantly after you give notice. That’s because most US workers are employed at will, which means the company can terminate your employment at any time, for any reason, or for no reason at all—provided that they are not discriminating against you.
How to write a resignation letter?
Employees resign all the time in every business and in every industry around the globe. Nobody expects to stick to one job forever. Whether or not you leave your job on good terms, it’s proper protocol to submit a resignation letter. You might be tempted to write a simple resignation letter quickly and move on, but this formal goodbye is worth further consideration. While the purpose of the resignation letter is to inform your employer that you are quitting, you can use it as an opportunity to build relationships and resign on a positive note.
Writing a resignation letter is mandatory because it is the professional thing to do, whether you work at a hospital or a coffee shop. A resignation letter officially gives notice to your boss that you are leaving the job and someone else will need to be hired to replace you and take on your responsibilities. Don’t resign without writing a resignation letter.
There is a formal outline to follow for a letter of resignation, but it’s not as imposing as you may think. You should not write excessive detail; Just tell your boss that you intend to resign, add a few key points, and then respectfully wrap it up. It’s more reasonable to keep your resignation letter to one page and make it foolproof it includes the following:
- Add the statement of intent to leave your position or the job.
- Write the name of your office staff position.
- Add the exact date of your last day on the job.
- Pay gratitude to your employer for hiring you.
- You can add a highlight of your time there (optional).
- Include an offer to train your replacement.
- Say some good wishes for the future of the company.
- Don’t forget to add your contact info.
Sample resignation letter with reason for leaving
You don’t need to state the resignation in the very first sentence. Don’t put any flowery introduction or greeting because it’s not necessary. Keep in mind to keep your tone formal, not friendly. Here is a sample that you can choose to seek help from:
14 Hillside Road | Sometown, MA 4444 |
Mr. Thomas Michaels
18 Main St.
Sometown, MA 4444
Please accept this letter as notification of my resignation from my position as a staff accountant. My last day of the job will be [date].
I received an offer to serve as a senior accountant at a Fortune 500 company, and after careful consideration, I realized that this opportunity was too exciting for me to decline.
Working with you and your team over the last two years has been a delight. One of the highlights of my career was cooperating with you to automate ABC Company’s accounting, financial, and balance systems and setting up your accounting infrastructure. Your company is poisoned for continued growth, and I wish you much success with your upcoming acquisition of XYZ Company.
I would like to help transition my accounting duties so that the systems continue functioning smoothly after my departure. I am available to help recruit and train my replacement, and I will ensure that all reporting and records are updated before my last day of work.
Thomas, thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best, and I look forward to staying in touch with you. You can email me anytime at Isabellajames@somedomain.com or call me at 4040-4040-4040.
Resignation letter Word format
When you decide to leave your company for whatever reason, there are certain formalities that you have to follow. You cannot up and go without providing them a heads up. You need to finish your notice period first if you want your relieving and experience letter. One formality you must ensure you obey is submitting your resignation letter, preferably a month in advance, so that you will also have time to serve your notice period. Although there is no specific format to follow when writing a resignation letter, it’s better to use the formal letter format. To write a resignation letter in Word, use this format:
[Name of addressee]
[Designation of addressee]
Name of Company]
Subject: Resignation letter
I am writing to inform you that I will be resigning from my position as [designation] for [company], effective 2022.
During my period at [company], I have learned a lot and grown professionally. I am forever grateful to you for allowing me to be a part of the organization and for allowing me to develop my skills. It was an absolute pleasure working with you and all of my colleagues.
I would be happy to help the new person take over my roles and responsibilities during the transition process.
If you need further information, email me at firstname.lastname@example.org or call me at 4040-4040-44.
[Sender’s contact details]
Immediate resignation letter sample
It’s crucial to keep in mind that you should do your best to provide a satisfactory explanation for your immediate resignation, especially if you maintain a positive relationship with the employer and do not want to ruin your relationship. Know that you do not owe your employer all the exact details of your circumstances. However, you can keep your letter vague if you provide more information on your events. For example, if you are leaving due to “personal reasons” or ” family circumstances, ” then offer a further explanation in a follow-up conversation, though this is unnecessary. Here is a sample of an immediate resignation letter.
123 Main Street
Anytown, CA 123456
June 05, 2020
Mr. Grayson Jones
444 Heep Road,
Newton, MA 04235
Dear Mr. Grayson,
Please accept this letter as my formal resignation from [company’s name] as [designation].
While my contract requires me to work until October 24, I would be obliged if I could cease work immediately. I will take this as satisfactory unless otherwise noted.
Please feel free to let me know if I can be of assistance during the transition.
Resignation letter for personal reasons
Sudden resignation can be demanding for companies; it is essential to be highly professional in your letter. To leave on good terms despite the circumstances, offer your apologies and your willingness to do your best to assist with the transition. However, if your personal circumstances limit your involvement in the transition, be honest about this. You should not over promise something you cannot deliver. Even if you are leaving because of a conflict, keep your communication neutral and refrain from saying anything negative about any employee or supervisor. If you want to write a resignation letter for personal reasons, here is a sample to help you:
123 Main Street
Anytown, CA 4524
June 05, 2021
Business Development Manager
123 Business Rd.
Business City NY 54123
Dear Mr. Sheryl,
I regret to inform you that I am resigning from my position here as a [designation] for personal reasons. My last day will be tomorrow. I know this is totally unexpected, but I am happy to assist you in the replacement process to alleviate the transition.
I cannot thank you enough for the opportunities this company has supplied me with. Working here for the last two years has been incredibly instrumental in my personal growth, and I will never forget the colleagues and friends I have made here.
I will miss both the clients and the company alike very much.
Please let me know if there is anything I can do to help make this transition more accessible. I do not intend to inconvenience you with this news, and I hope you will accept my most sincere apologies for making June 06th my final day here.
If required, I can be available for phone and email inquiries from home on a fixed basis for the weeks following my departure date.
Thank you so much for your prompt attention and understanding in this matter. I have loved my job and will reflect on my time here with beautiful memories.
How do I write a good resignation letter?
If you are a little shaky on how to write a good resignation letter and what to say, follow these guidelines to see how the points mentioned earlier are incorporated. To help you out below is a step-by-step resignation letter template to use:
The basics of a resignation letter
You don’t need to sugarcoat or get creative in the beginning. Just tell the position you are resigning from and the effective date. While you probably shared your reasons for leaving with your boss, you don’t need to describe them here. It’s perfectly fine to keep it simple. Take a start from:
Dear [Boss’ name],
Please accept this letter as legal notification that I am resigning from my position as [position title] with [company name]. My last day at work will be [your last day, usually two weeks from the date you give notice].
The ‘thank you’
In the next step, it’s always a good idea to thank your employer for the opportunity, describing some of the key things you have enjoyed and learned on the job. Even if you are thrilled to be leaving, keep in mind that you may need these people for a reference down the line and to leave a lasting positive impression.
Thank you so much for the opportunity to work in this position for the past [period you’ve been in the role]. I have greatly enjoyed and appreciated my opportunities to [a few of your favorite job responsibilities]. I have learned [some specific things you have learned on the job], all of which I will take with me throughout my career.
Finally, convey your willingness to help out with the transition. You don’t need to go into great detail (don’t promise what you can’t deliver), but a couple of lines stating that you will ensure a smooth wrap-up of your duties will show that you are in the game until the very end.
I’ll do everything possible during my last two weeks to wrap up my duties and train other team members. Kindly let me know if there is anything else I can do to administer during the transition.
I wish the company continued success, and I hope to stay in touch in the hereafter.
What to say when you resign?
If you have decided to resign, it’s okay to add a short explanation of why you are resigning. When explaining why you are quitting your job, it’s OKAY to keep things general and say something like, “I am leaving to accept a position at another company.” You don’t have to go into more detail than you are comfortable with, even if your manager presses you to continue. Keep in mind the way an employee quits can impact their future career opportunities. Don’t make rash decisions, don’t tell your boss last, don’t leave others in the lurch, don’t burn bridges, and don’t walk before you talk.
When you feel there is a time to deliver the news about quitting a job, don’t let anyone get between you and your manager. You should have control over that. Allowing the information to reach them in any other way, such as through the department grapevine or office gossip, is unprofessional and insulting. If a face-to-face meeting is not an option, it’s better to set up a virtual appointment or call your manager on the phone. Email is the last resort but can be used when the circumstances warrant it.
Be sure you know your message before you approach your boss. The conversation could be awkward and difficult even if you leave on good terms. You should not stumble over your words. At the same time, you should stay steadfast in your decision and be prepared for any potential questions or objections your manager brings up. Your manager can ask you to reconsider and suggest picking up the conversation in a few days.
Don’t get emotional and keep the meeting professional. Above all, don’t give in to the urge to vent frustrations. While it may be fun to fantasize about making a dramatic exit, it’s not recommended.
What should you not include in a resignation letter?
When you decide to quit your job, write a professional resignation letter and avoid writing a few things, such as a lengthy explanation of why you are leaving. Try to have a smooth departure free of negative fallout. It’s attractive to give a long list of reasons you became disgruntled with your current job. However, a resignation letter is not the vehicle for doing such things. You can speak with someone face-to-face and reveal whatever you want during your exit interview.
Don’t mention reasons you hated your job so much. The best thing you can do is to pay gratitude and good words while leaving your job. Don’t project bitterness; it shows that you hold grudges. Mention positive aspects of your current position and what you learned, even if you must be vague. When your boss knows you have problems in your job but don’t raise them in your letter, you will earn respect through your professional approach.
Your resignation letter is not the right place to personally attack others, no matter how incompetent they are. Remember, your letter will probably be on file even if your current boss leaves. If you come back eventually, you don’t want your written words to show you in a bad light.
Avoid criticism of your colleagues. Leave other people out. A letter of resignation focuses on you, not your peers. Their attitude may have played a part in your decision to leave, but playing the blame game makes you look like a frail team player. Don’t use inappropriate language or put-downs of any kind. Don’t risk opportunities through an offensive document on record. Another thing to keep in mind is that you don’t have to put unnecessary information on career plans. You don’t need to mention which company you are joining or your salary or other benefits packages.
If you leave despite a good working relationship with your boss and colleagues, don’t get over-emotional in your letter because it’s not professional behavior. Once you are done writing the resignation letter, double-check your letter if there is an error because it will disrepute you. Make your letter error-free.
Resignations are a part of everyone’s career because no one likes to stick to one place for so long. When people find better opportunities, they say goodbye to the current situations. There can be various reasons to quit a job, so be professional and write an excellent resignation letter accordingly. Keep in mind that when you write, your attitude during the process can affect future job prospects.