In business communication, we sometimes have to write a resignation letter. This formal document marks the end of one chapter and the beginning of another in a professional’s career. 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 the business world. In this blog post, we will discuss how to write a perfect resignation letter, exploring its purpose, structure, tips for a seamless transition, and some resignation letter samples.
There are about 11 resignation letter samples that are concise, polite, and professional. Check them all.
A resignation letter serves several crucial purposes:
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.
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.
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.
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.
Write a notice that we are going to resign from our job two weeks or more in advance. If possible, state the reason or reasons for your resignation. See two notice examples below. They are highlighted in aquamarine.
| Dear Mr. Jones: This is to formally announce my resignation from ABC Company, effective June 5, 2017. I have decided to leave the company because of my relocation. |
| Dear Mr. Jones: This letter is to inform you of my formal resignation from ABC Company, effective June 5, 2017. |
Show our gratitude for being employed there and for being supported and guided. The gratitude sample is highlighted in green.
| Dear Mr. Jones: I am writing to formally announce my resignation from ABC Company, effective June 5, 2017. |
| Thank you very much for all of your support and guidance during my employment. I have had precious colleagues, expertise and skills that are very valuable for my career in the future. |
Offer our help to make the handover process smooth. The offer is highlighted in yellow.
| Dear Mr. Jones: I am writing to formally announce my resignation from ABC Company, effective June 5, 2017. |
| Thank you very much for all of your support and guidance during my employment. I have had precious colleagues, expertise and skills that are very valuable for my career in the future. |
| If I can be of assistance during the transition, I will be glad to help you make the handover process smooth. Sincerely, Tom Bradley |
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.
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
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
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
Download the immediate resignation letter here.
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.
P.S. My email is ada@mail.com
(Your Name)
(Your Address)
(Date)
(Name and or Position of Recipient)
(Address of The Company)
Dear Sir,
This letter is to formally inform you of my resignation from my position beginning (date). The reason for my resignation is (state the reason here).
I thank you very much for your guidance and full support during my work at (Company Name). I have gained a lot of new expertise and skills during this time.
Please let me know if I can be of any assistance during the transition.
Sincerely,
(Signature)
(Your Name)
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
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
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