So, you’ve decided it’s time to move on. You’ve accepted a new opportunity and now the final step before starting your exciting new chapter is to submit your resignation letter to your current employer. While this isn’t the first step in the resignation process (that would be sitting down with your boss for the “I’m leaving” conversation and providing your two weeks’ notice), it’s a critical one. The official document you submit to your manager and HR sets the tone for your departure and helps maintain a positive relationship going forward.
Crafting a solid and polished resignation letter is worth a few minutes of your time. Note that we said a few minutes—this isn’t a complex document. It should be straightforward and concise.
Here’s a step-by-step guide on how to write a resignation letter, complete with examples and a template to make the process as simple as possible.
What Is a Resignation Letter?
A resignation letter is a formal notification to your employer stating your intention to leave the company. It typically includes your last working day, offers to assist with the transition, and may express gratitude for the opportunities and experiences you’ve had. This document is key in ensuring a smooth transition and providing a formal record of your departure.
How to Write a Resignation Letter in 4 Steps
This is a straightforward document, so don’t overthink it. Here’s how to put together your resignation letter, along with some tips on what to avoid to ensure you communicate your message professionally:
1. Clearly State Your Resignation and Last Day
Start with the basics—state your decision to resign and specify your last day of employment. This isn’t the place for embellishment or lengthy explanations. Keep it simple.
Example:
Dear Ashley,
I am writing to formally notify you of my resignation from my position as a marketing analyst at Breeze Solutions. My last day will be two weeks from today, on Wednesday, August 22, 2024.
2. Express Gratitude for the Opportunity
Even if you’re eager to leave, it’s important to thank your employer. Mention what you’ve appreciated about your role and the opportunities you’ve had. This leaves a positive impression and helps maintain goodwill.
Example:
Thank you for the opportunity to work here over the past 18 months. I’ve valued the chance to grow in my understanding of marketing strategy and audience analysis. These skills will be invaluable as I move forward in my career.
3. Offer Assistance with the Transition
It’s a good idea to offer to help with the transition process. You don’t need to go into detail, but a simple statement that you’ll assist where needed shows professionalism.
Example:
Over the next two weeks, I’ll do my best to wrap up my responsibilities and assist in training other team members. Please let me know if there’s anything else I can do to support a smooth transition.
4. Extend Well Wishes and Sign Off
End your letter on a positive note by wishing the company success in the future and offering your contact information if you wish to stay in touch.
Example:
I wish Breeze Solutions continued success, and I hope to stay in touch. Please feel free to contact me at [Your Email] or [Your Phone Number].
Sincerely,
Kieran Sullivan
What Not to Include in Your Resignation Letter
There are a few things you should avoid mentioning in your resignation letter:
Reasons for Leaving: It’s fine to give a brief explanation if you choose, but don’t delve into details or grievances.
Future Plans: Avoid discussing your next job, salary, or benefits.
Complaints: Even if you’re leaving due to negative experiences, keep your letter professional and positive.
Unnecessary Length: Keep your letter concise and to the point.
Resignation Letter Template
If you prefer a template to guide you, here’s a simple one:
[Month][Day], [Year]
Dear [Your Boss’ Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Position] with [Company Name]. My last day will be [Your Last Day—usually two weeks from the date of the letter].
Thank you for the opportunity to work here. I’ve greatly appreciated [a few aspects of the job you enjoyed]. I’ve learned [a few skills or experiences you’ve gained], which I will take with me into the next phase of my career.
During my last two weeks, I’ll do my best to wrap up my responsibilities and assist in training team members. Please let me know if there’s anything else I can do to support a smooth transition.
I wish [Company Name] continued success, and I hope to stay in touch.
Sincerely,
[Your Name]
Examples of Resignation Letters
Here are three sample resignation letters that put these principles into practice:
Simple Resignation Letter Example #1
Dear Ben,
Please accept this letter as formal notification that I am resigning from my position as an account executive with Horizon Media. My last day will be Thursday, September 14. Thank you for the opportunity to work in this role for the past six years. I’ve enjoyed contributing to the growth of our sales team and pipeline, being part of an innovative product launch, and collaborating with my colleagues. I’ve learned a great deal about marketing strategy and digital media, which I will carry with me throughout my career.
I’ll do my best to wrap up my responsibilities and assist in training other team members over the next two weeks. Please let me know if there’s anything else I can do to support a smooth transition.
I wish Horizon Media continued success, and I hope to stay in touch.
Sincerely,
Sophie Nguyen
Formal Resignation Letter Example #2
Dear Ms. Laura Gomez,
I am writing to formally notify you that I will be leaving my role as office manager at Taylor & Reed Financial Services on November 30.
I am deeply grateful for the opportunities I’ve had over the past four years, working on the operations team and contributing to the company’s mission to provide better financial guidance for our clients. It has been a rewarding experience.
Please let me know if I can assist during this transition. Thank you for your leadership and support. I wish you and the team all the best and look forward to staying in touch.
Sincerely,
Daniel Reyes
These examples and tips should help you craft a professional resignation letter that leaves a positive and lasting impression.