You’re fed up with your job? Why don’t you just write your resignation letter? Writing a resignation letter is not just a courtesy; it is an essential skill for anyone seeking to exit a job gracefully and maintain a positive reputation in their career.
Let’s learn how to write a perfect resignation letter, exploring its purpose and structure, and see some resignation letter samples.
Why write a resignation letter?
A resignation letter serves several crucial purposes:
- Formal Notification: It formally informs your employer of your intention to leave the company. This is the first step in the process and should be handled with the utmost professionalism. It should describe the best and most honest reasons for your leaving.
- Documentation: It creates a written record of your resignation, which is important for HR and company records.
- Professionalism: It maintains a positive and respectful relationship with your current employer, ensuring you leave on good terms.
- Transition: It helps facilitate a smooth transition by providing notice and allowing your employer to plan for your departure.
How To Write a Resignation Letter
Writing a resignation letter is an important step when leaving a job. It’s crucial to do it professionally and courteously to maintain a positive relationship with your employer.
Positive Tone
Employees normally write a resignation letter when they are going to quit their job. This resignation letter is usually addressed to the human resources manager or to the owner of a company. When we write a resignation letter, we must be extra careful about what to write in it. There are three main reasons for this. Firstly, we may go back to the same company in the future. Secondly, it is likely that we need the company to give us a good reference for future employers. Finally, we might have a dispute with the company in the future.
The Reason for Resignation
A good resignation letter should clearly and honestly state the reason for resignation. However small your reason might be, it is wise to tell them the honest reason for your resignation. Generally, people might resign for similar reasons. Firstly, they have found a better job financially. Some people have found an easier job with the same salary. Others may find a better position with another employer. Although it’s a rare case, some people might set up their own business (self-employed). If you honestly state one of the reasons above in your letter of resignation, it is guaranteed that nobody will get hurt. Please make sure there are no words that can be misinterpreted in your resignation letter.
Steps on How to Write
Here are the steps on how to write a resignation letter:
1. Header:
At the top of the page, include your name, address, phone number, and email address. Below this, add the date.
2. Recipient Information:
Below the date, include the name and title of your immediate supervisor or manager, the name of the company, and the company’s address.
3. Salutation:
Start your letter with a professional salutation. Use their title and last name (e.g., “Dear Mr./Ms. [Last Name]”).
4. Opening Paragraph:
Begin your letter by stating your intention to resign from your position. Keep it concise and to the point. Mention the position you are resigning from and the date of your last working day.
5. Middle Paragraph (Optional):
In this paragraph, you can express your gratitude to the company and your colleagues for the opportunities and experiences you have had during your time there.
6. Closing Paragraph:
Conclude your letter on a positive note by expressing your willingness to assist with the transition.
7. Closing:
End your letter with a professional closing, such as “Sincerely,” “Best regards,” or “Yours faithfully.” Then, sign your name below the closing.
8. Proofread and edit:
Before sending your resignation letter, carefully proofread it for any grammatical errors or typos. Ensure that the tone is professional and respectful throughout the letter.
9. Delivery:
Once you are satisfied with the content of your resignation letter, you can deliver it to your supervisor or manager. If possible, it is best to hand-deliver the letter and have a brief discussion about your resignation.
10. Follow-Up:
After submitting your resignation letter, be prepared for a discussion with your employer regarding your departure. Stay professional and open to feedback during this conversation.
The Structure of a Resignation Letter
A well-structured resignation letter should include the following components:
1. Addressing the Recipient: Start your letter with a formal salutation, addressing your immediate supervisor or HR manager. Use their full name and job title for a professional touch.
2. State Your Intent: In the opening paragraph, clearly state your intention to resign from your current position. There is no need to provide extensive details in this section; a simple declaration suffices.
3. Specify the Last Working Day: Mention the date on which you intend to leave the company. This should typically be in line with your employment contract or company policy, which often requires two weeks’ notice.
4. Express Gratitude: In the next section, express your gratitude for the opportunities and experiences you’ve had at the company. This is a chance to leave on a positive note, highlighting the positives of your tenure.
5. Offer Assistance: Depending on your role, you might want to offer assistance during the transition period. This can demonstrate your professionalism and commitment to a smooth handover.
6. Formal Closing: Close the letter with a formal closing, such as “Sincerely” or “Yours faithfully,” followed by your full name and signature.
To sum up, a well-crafted resignation letter is an essential tool in your career path. It showcases your professionalism, ensures a smooth transition, and leaves the door open for potential future collaborations. By understanding its purpose, adhering to a structured format, and following essential tips, you can master how to write the perfect resignation letter.
Buy 119+ Effective Business Letter Samples here.
Job Resignation Letter Sample
12 Market St.
San Francisco, CA 99414
(415) 123-456
Human Resources Manager
China Town Hotel
123 Cole St
San Francisco, CA 99417
(415) 456-123
This letter is to inform you of my resignation from my position beginning May 1, 2017. I have decided to move to another company because I need to develop my career, which is not available at this company. Thank you very much for your guidance and full support during my work at the China Town Hotel. I have had a lot of valuable colleagues, expertise and skills so far that are very valuable for my next career. Please let me know if there is something I can do to make the handover process smoother.
Concise Resignation Letter Sample
If you need a short resignation letter sample, check out this one below. The letter is also simple and straight-forward.
This is to formally announce my resignation from the company, effective June 10, 2021. I am forced to leave this company due to my family interests.
I really appreciate all of your support, guidance and cooperation during my employment. Working for Brian’s Gadget has given me priceless experience with a wonderful group of colleagues. I am confident that I will use many of the skills I have learned at Brian’s Gadget in the future.
If there is something I can do to make the handover process smoother, I will be more than happy to help you.
Sincerely,
Sean Hernandez
Email Resignation Letter Sample
To : xyz@abc.comcc : vwx@abc.com
Subject : Resignation Notice
Dear Mr. Washington,
This is to inform you of my resignation from the company, effective June 12, 2017. I really enjoy working here, but I have to leave it and its community due to my family interests.
Thank you for all of the support, guidance and cooperation from you and other colleagues during my employment. Working for ABC Company has given me priceless experience and valuable skills. I am confident that I will use many of the skills I have learned at ABC Company in the future.
Please let me know if there is something I can do to make the handover process smoother before I leave you all. I wish you all great success.
Sincerely,
Naomi Johannes
Formal Resignation Letter Sample
Portland, OR 97232
(503) 288-1111
Michael Anthony
Central Bank of Portland
1234 Northeast Multnomah Street
Portland, OR 97232 (503) 288-1234
This letter is to provide you with a formal notice of my resignation from the Central Bank of Portland, effective June 6, 2020. I have made the difficult decision to leave this company due to my personal circumstances.
I am really grateful for all of your support, guidance and cooperation during my employment. The Central Bank of Portland has been a wonderful place to work. My experience as its employee has been very precious, and I am confident that I will use many of the skills I have learned at Central Bank of Portland in the future.
If there is something I can do to make the handover process smoother, please contact me at my personal email address, bary@mail.com, or call me at (297) 987-6543. I wish you and the company all the best.
Sincerely,
Mary Maloney
The following letter can be used if you want to resign from your job immediately. However, it is advisable to resign from your job two weeks after you submit your letter.
1500 Jaggie Fox Way
Lexington, KY 40511
(859) 255-1007
May 5, 2021
Kim Jackson
Restaurant of Lexington
1777 Jaggie Fox Way
Lexington, KY 40511
(859) 255-1999
I am regretfully writing to provide you with a formal notice of my resignation from Restaurant of Lexington, effective immediately. This difficult decision is caused by my personal interest, which comes all of a sudden.
I really appreciate all of your support, guidance and cooperation during my employment. Working for Restaurant of Lexington has been full of joy and a wonderful group of people. My experience as a waiter has been very precious, and I am confident that I will use many of the skills I have learned at Restaurant of Lexington in the future.
Because I have to leave as soon as possible, I have made a useful list that can help smooth the handover process. If there is something else I can do to help you, just email me at abc@xyz.com or call me at (859) 255-1888.
Sincerely,
Bruce Williams
Braintree, MA
Phone: (781) 123-123
This letter is to provide formal notice of my resignation from Brockton Bank. I will not be available on February 12th, 2020.
Hopefully, you will find new personnel in one month. If you like, I can help you train the individual you choose to replace me.
Thank you for employing me for the past four years. As your colleague, I have learned a lot about banking skills and many other aspects of teamwork and success. Besides, I have been very happy to have such wonderful colleagues and a great working environment at Brockton. Nevertheless, I have to leave due to my personal circumstances.
If you have any concerns, please contact me at my personal email address below.
Sincerely,
Robbert Marley
Bank Manager Resignation Letter Sample
As a bank manager, you can use the following resignation letter when you are going to quit your job:. You can address your letter to the human resources manager or to the owner of the company.
Bandung, 40191
Kimberly Johnson
Goldrush Bank
120 Dago Street
Bandung, 40169
Dear Mrs. Johnson,
I am writing to provide formal notice of my resignation from Goldrush Bank. Therefore, I will not be available on February 12, 2020.
I believe that one month is sufficient notice for you to find a replacement for my position. Please let me know if you need help training the individual you choose to replace me.
Thank you for employing me for the past eight years. My experience as a manager has been very precious, and I am confident that I will use many of the skills I have learned at Goldrush Bank in the future.
If you have any concerns, please contact me at my personal email address below.
Sincerely yours,
Brian Adams
Secretary Resignation
Miami, 12345
Tel 305-23245
Bank of America
120 Abraham Lincoln Street
Miami, 12345
P.S. My email is ada@mail.com
Teacher Resignation
1001 Avenue of the Americas
New York, NY 10018
(212) 768-8888
May 12, 2020
Abraham Washington
Head Teacher
Lincoln Academy
1001 Avenue of the Americas
New York, NY 10018
(212) 768-9999
Dear Mr. Washington,
I am writing to formally inform you of my resignation from the school, effective June 12, 2020. Honestly, I really enjoy teaching here, but I have to leave it and its community due to my family interests. Thank you for all of the support, guidance and cooperation from you and other colleagues during my employment. Teaching Lincoln Academy’s students has given me priceless experience and a better sense of brotherhood. I am confident that I will use many of the skills I have learned at Lincoln Academy in the future. Please let me know if there is something I can do to make the handover process smoother before I leave you all. I wish you all great success.
Sincerely,
Jerry Thomas
NS B1P 5K6, Canada
XYZ Company
345 Prince St, Sydney,
NS B1P 5K6, Canada
Dear Mr. May:
I am writing to announce formal notice of my resignation from XYZ Company, effective two weeks from today’s date.
Thank you very much for all of your support and guidance during my employment. It has been so precious and full of joy. However, I have to make the difficult decision to resign from this company due to my personal circumstances.
If you need me during this transition time, I would be glad to help you.
Sincerely,
Michael Spencer
Nurse Practitioner Resignation Letter
Subject: Resignation Letter
Dear [Supervisor’s Name],
I am writing to formally resign from my position as a nurse practitioner at [Hospital/Clinic Name], effective two weeks from today’s date. This decision has not been easy for me, but after careful consideration, I believe it is in the best interest of both myself and the organization.
I have truly valued my time here, working alongside a dedicated and compassionate team. However, personal circumstances require me to make this difficult choice. I want to express my gratitude for the support and opportunities provided during my tenure.
I am committed to ensuring a smooth transition during my notice period. Therefore, I am more than willing to assist in training a replacement or providing any necessary documentation to facilitate the process.
I appreciate the experience and knowledge gained during my time at [hospital/clinic name] and look forward to maintaining positive connections in the healthcare community.
Thank you for your understanding.
Sincerely,
[Your Name]
After your resignation, you might need to write a new application letter.
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