How to write Resignation Letter- Sample Formats
The time has come to hoist the sails and start for new shores. But before you depart from your current harbor, there’s an essential navigational detail to address: the resignation letter. It’s not just a formality; it’s a professional bridge between your past voyage and the exciting one waiting on the open sea
What is a resignation letter?
A resignation letter is a formal way for employees to inform their organization of their decision to leave. It acts as a written confirmation that the employee is voluntarily ending their employment. Crafting a resignation email or letter can feel daunting. Therefore, it’s important to keep a few key points in mind while writing your resignation letter. This is crucial, as resignation serves as an important communication tool within HR practices. Additionally, writing a courteous resignation letter is an excellent way to preserve professional relationships. It is a formal document that reflects your professionalism. By making it thoughtful, you can leave a positive impression on your colleagues and maintain a good relationship for years to come, both with the organization and your coworkers.
Resignation Letter Format
If you are writing a resignation letter, here are a few important points to keep in mind:
Contact Information: At the top of the letter, include your name, job title, phone number, and email address.
Formal Greeting: Begin your letter with a formal greeting like “Dear” or “Hello.”
Statement of Resignation: Clearly state the position you are resigning from and the effective date of your resignation, along with any relevant dates and details.
Gratitude: Express your appreciation to your employer for the opportunity and highlight some of the key experiences and lessons you’ve gained while in the role.
Willingness to Assist: Indicate your readiness to help with training and the transition process until your final day.
Polite Signoff: Conclude the letter on a positive note.
What to include in a resignation letter?
A resignation letter should be concise, professional, and include the following key elements:
1. Header
Your contact information (name, address, email, phone number).
The date of submission.
Your manager's name and the company's address.
2. Greeting
A professional salutation, such as "Dear [Manager's Name]."
3. Statement of Resignation
Clearly state your intention to resign from your position.
Include your last working day (typically two weeks from the date of notice).
4. Expression of Gratitude
Thank your employer for the opportunities, support, and experiences you’ve gained during your time with the company.
5. Offer to Assist with Transition
Mention your willingness to help with the transition, such as training your replacement or completing pending tasks.
6. Closing
A professional closing, such as "Sincerely" or "Best regards," followed by your name.
What Not to Include in a Resignation Letter?
A resignation letter should remain professional and positive. To maintain a respectful tone, avoid including the following:
1. Negative Remarks About the Company or Colleagues
Avoid criticism of the company, management, coworkers, or policies, even if you’ve had a bad experience.
2. Detailed Complaints or Grievances
The resignation letter isn’t the place to vent frustrations. Use exit interviews or other appropriate forums for constructive feedback.
3. Excessive Detail About Why You’re Leaving
You don’t need to explain your decision in depth, especially if it involves sensitive reasons. A simple statement about moving on to new opportunities is sufficient.
4. Unprofessional Language or Tone
Stay formal and respectful. Avoid slang, humor, or informal expressions that might diminish your professionalism.
5. Demands or Ultimatums
Don’t include requests for changes in your working conditions or demands for counteroffers. This can create unnecessary tension.
6. Future Plans That Criticize Your Current Role
Avoid statements like, “I’m leaving for a better job” or “I’ve found a company that values me more.”
7. Confidential or Sensitive Information
Don’t disclose proprietary information, personal grievances, or anything that breaches company policies.
8. Long Explanations
Keep your letter brief and to the point. Lengthy explanations are unnecessary and may detract from the professionalism of your message.
Example of What to Avoid
“After years of dealing with poor management, low pay, and lack of growth opportunities, I’ve finally decided to leave. I’ve found a job that appreciates my skills and offers better compensation.”
Better Alternative: “I have decided to resign from my position to pursue new opportunities. Thank you for the experiences and support during my time here.”
By keeping your resignation letter professional and focused, you leave on a positive note and preserve relationships for the future.
Best Sample Resignation Letter Templates
Sample 1: General Resignation Letter Template
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date above].
I want to express my gratitude for the opportunities I’ve had during my time at [Company Name]. Working with you and the team has been a truly valuable experience, and I appreciate the support and guidance I’ve received.
To ensure a smooth transition, I am happy to assist with the handover of my responsibilities and help train a replacement if needed. Please let me know if there is anything else I can do to support this process.
Thank you once again for everything. I wish [Company Name] continued success, and I hope we can stay in touch.
Sincerely, [Your Full Name]
Sample 2: Simple Resignation Letter sample
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to inform you of my resignation from my position at [Company Name], effective [Last Working Day].
Thank you for the opportunities and support during my time here. I truly appreciate the experience and growth I’ve gained.
Please let me know if I can assist during the transition.
Sincerely, [Your Name]
Sample 3: Short Resignation letter for immediate resignation
Subject: Immediate Resignation
Dear [Manager's Name],
Please accept this letter as formal notification that I am resigning from my position as (Your Job Title) at (Company Name), effective immediately. I understand that this short notice is less than ideal, and I sincerely apologize for any inconvenience it may cause.
I am writing to resign from my position at [Company Name], effective immediately. Due to (briefly explain your reason for immediate resignation, without negativity), I cannot provide the standard notice period. I understand this decision will require flexibility and effort, and I apologize for the disruption.
During my time at (Company Name), I learned a great deal and will always hold the team and the company in high regard. Thank you for your understanding and support. I wish you and the company continued success in the future.
Thank you for your understanding.
Sincerely, [Your Name]
Sample 4: Resignation letter for a New opportunity
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to formally resign from my position at [Company Name], effective [Last Working Day]. I have accepted a new opportunity that aligns with my career goals and personal growth.
I want to express my sincere gratitude for the experiences and support I have received during my time here. Working with you and the team has been a rewarding experience, and I have learned so much.
I will do everything I can to assist with the transition and ensure a smooth handover of my responsibilities.
Thank you again for the opportunities, and I wish [Company Name] continued success.
Sincerely, [Your Name]
Sample 5: Resignation letter for personal reasons
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day]. Due to personal reasons, I have made the difficult decision to step away from my role.I want to express my gratitude for the opportunities I have had during my time with the company.
Working with such a supportive team has been a rewarding experience, and I am thankful for all the knowledge and skills I have gained.Please let me know if there is anything I can do to assist with the transition process.
Thank you once again for your understanding and support.
Sincerely, [Your Name]
Sample 6: Resignation letter template giving advance notice
Subject: Resignation Letter
Dear [Manager's Name],
I am writing to formally resign from my position as [Your Job Title] at [Company Name], with my last working day being [Last Working Day, typically two weeks from the date]. This gives the required advance notice as per my employment contract.I have truly valued my time at [Company Name] and appreciate the opportunities for professional and personal growth.
Working with you and the team has been a wonderful experience, and I am grateful for the support and guidance I’ve received.During the notice period, I will do everything I can to ensure a smooth transition, including helping to train a replacement or wrapping up my current responsibilities.
Thank you once again for the opportunity to be part of the team. I wish [Company Name] continued success and hope to stay in touch.
Sincerely, [Your Name]
Sample 7: Retirement Resignation Letter
Subject: Retirement Resignation Letter
Dear [Manager's Name],
I am writing to formally announce my retirement from my position as [Your Job Title] at [Company Name], with my last working day being [Last Working Day]. After much consideration, I have decided that the time has come to step away from my professional career and enjoy my retirement.
It has been a privilege to work at [Company Name] for [number of years], and I am grateful for the opportunities I’ve had to grow both professionally and personally. The experiences and relationships I’ve built here will always be cherished.
Please let me know how I can assist with the transition during my remaining time. I want to ensure a smooth handover of my responsibilities to ensure the continued success of the team.
Thank you again for the support and trust you’ve shown me over the years. I will always look back fondly on my time here.
Sincerely, [Your Name]
Resignation withdrawal template
Subject: Resignation Withdrawal
Dear [Manager's Name],
I hope this message finds you well. I am writing to formally withdraw my resignation from my position as [Your Job Title] at [Company Name], which I had submitted on [Date of Original Resignation]. After careful consideration, I have decided to remain with the company and continue in my role.
I deeply regret any inconvenience my initial decision may have caused and truly appreciate your understanding and support. I am committed to continuing to contribute to the team's success and am looking forward to moving forward together.
Thank you again for your consideration, and I appreciate the opportunity to remain a part of [Company Name].
Sincerely, [Your Name]
Resignation acceptance template
Subject: Acceptance of Resignation
Dear [Employee's Name],
I am writing to formally acknowledge and accept your resignation from your position as [Employee's Job Title] at [Company Name], effective [Last Working Day].
While we are sad to see you go, we understand your decision and appreciate the contributions you’ve made during your time here. Your efforts and dedication have had a positive impact, and you will be missed by the entire team.Please let us know how we can assist during your transition. We wish you all the best in your future endeavors and hope that you stay in touch.
Thank you once again for your time and commitment to [Company Name].
Sincerely, [Your Name]
Post resignation
"Post-resignation" typically refers to the period after an employee has formally resigned from their position. During this time, several key steps are involved, both for the employee and the employer. Here's a brief overview:
For the Employee:
Transition Assistance:
Complete any remaining tasks or projects.
Offer assistance in training a replacement or handing over duties to a colleague.
Ensure all personal belongings are cleared from the workspace.
Exit Interview:
Many companies conduct an exit interview to understand the employee's reasons for leaving and gather feedback to improve the workplace.
Final Day Preparation:
Ensure all necessary documents, such as company property (keys, laptops, etc.), are returned.
Review any paperwork regarding final pay, unused vacation days, and benefits.
Stay Professional:
Maintain a positive and professional attitude throughout the transition period, leaving on good terms.
For the Employer:
Acknowledgment of Resignation:
Accept the resignation in writing and confirm the last working day.
Start planning for the transition, including finding a replacement if necessary.
Exit Process:
Conduct an exit interview to gather feedback on the employee’s experience.
Ensure all company property is returned and that final pay and benefits are processed.
Smooth Handover:
Ensure a smooth transition by having the employee document key responsibilities and assist with training a successor.
Maintain a Positive Relationship:
Leave the door open for future collaboration or rehire, maintaining a positive relationship post-departure.
The post-resignation phase is crucial for both parties to ensure a smooth transition, professional closure, and positive future relations.
