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Are you ready to leave your current train of career? Crafting and submitting a professional resignation letter is one of the key aspects of the resignation process. Moreover, a well-written resignation letter lets you leave a lasting impression on former and future employers.
But what's a resignation letter? How to write a resignation letter? What is the purpose of writing one? What should you include and exclude from it? And what reason can you give when leaving the job?
Keep reading to answer all these questions about writing a resignation letter, along with some of the resignation letter templates and samples that you can use instantly.
Table Of Contents
What is a resignation letter?
A resignation letter is a formal notice to the employer from the employee. It is an official letter sent by an employee to their employer giving notice that they will no longer be working at the company. It is usually given at least two weeks before leaving.
The resignation letter serves as written notice of the employee’s resignation, which can be submitted by email or as a printed letter. This letter provides the details of the employee’s departure from employment, including information about the end date of their employment. But what is the purpose of providing a resignation letter?
What is the purpose of a resignation letter?
A resignation letter provides formal notice to the employer of your departure. However, there are other goals as to why you should be writing one.
- A resignation letter makes you look professional, even when the company does not have any official requirements that obligate you to submit a formal resignation letter.
- It reduces the possibility of hard feelings or uncertainties and sets the tone for your departure as professional and courteous.
- Resignation letters help maintain a positive relationship with the employer.
- A letter of resignation creates an official notice record, providing details about your last days as physical proof that you provided ample notice.
- And finally, a resignation letter provides you the chance to officially thank your employer and offer to assist with the transition process, if needed.
What to include in a resignation letter?
Following are a few basic elements that should always be included in your resignation letter.
Mention the submission date of your resignation letter. This is needed because your notice period usually runs from the start of the day after you hand your resignation letter in.
A statement of resignation
A resignation letter should start with a brief and clear statement of resignation to avoid any confusion from the reader on the intent of the letter. It can be as simple as: “I would like to inform you that I am resigning from my position as [position name] for [company name] on [expected departure date].
Expected date of departure
The expected date of departure is the crucial element of your resignation. It entails the last day you plan to work at the company, which should ideally be at least two weeks in advance.
Regardless of your differences with a colleague or how toxic the job may have become, find something nice to say. It’ll add positivity to your letter and help you leave your job gracefully, like doing a nice little curtsy at the end of an opera.
Although it is optional, you can offer to assist with the transition for your soon-to-be ex-post. You can help by recruiting or training a replacement. This way, both you and your employer can leave the situation with closure and a sense of respect and amicability.
Personal contact information
Another element of the resignation letter is to include your personal contact information. It is to connect and maintain a future professional relationship with your ex-coworkers.
What NOT to include in a resignation letter?
Knowing what shouldn’t be included in a resignation letter is just as much important as knowing what should be included. Here are a few things to keep out of your resignation letter.
Future career moves
Although you can mention what your next step might be, don’t include the reason that you’re moving on, especially if it’s a negative one. It’s okay to discuss if you are looking to change your career or thinking of going back to school, but be careful about it, especially if you are going up the street to work for a competitor.
Even if you are choking back tears, an aggressive or otherwise emotional letter will only come back to hurt you. Avoid using phrases like “I feel” or “I think,” unless it is a positive statement.
Criticisms about coworkers and policies
Resignation letters are not an appropriate place for negativity or criticism. So don’t apt a negative tone in your resignation letter, which means no complaints or critiques for the company, manager, or coworkers.
Why you hated this job
A resignation letter is not the place to air your grievances or speak poorly about your soon-to-be ex-company or coworkers. Although you may feel the need to explain your reason for leaving, there’s no need to mention that you hated your job or why you hated it. And most definitely, don’t mention how thrilled you are about leaving for the same reason.
Should you include the exact reason for resigning?
Apart from a clear statement and expected date of departure in a resignation letter, everything else is optional. They are there to add positivity and help you leave your job gracefully.
Therefore you can include your reason for leaving the job in your resignation letter to your employer only to clarify the matter and prevent misunderstandings. However, avoid it if the reason is anything but positive.
Reasons you can give for resigning to leave a positive impact
When resigning from your current position and moving on to a new position, your current and future employer will likely want to know the reasons for leaving your job.
Following are 3 reasons you can give for resigning to leave a positive impact.
It is normal for employees to move between jobs and careers during their working life and start looking for jobs that help develop and grow their skills that match their taste. And mentioning career change as the reason for leaving to go back to school for advanced training in a different field can be viewed positively as it will allow the employee to develop their skills.
Another good reason for leaving a job is to pursue growth opportunities, such as a different work environment, career advancement, career change, or better compensation. However, some employers may view an employee to be too focused on pay raise if the reason is only “better compensation.” Therefore, your reason should be a combination of other reasons, such as career growth, a new work environment, or career change.
Health or emergency reasons
An employee may also leave employment for personal reasons, such as caring for a family member, coping with an illness, or moving. Providing this reason indicates that you will be absent for a longer period, and the employer will need to get a replacement sooner so that the company’s activities are not affected. And if you are looking to re-enter the workforce, then specify to your employer that the circumstances have changed, and you can now focus on the new job again.
How to write a professional resignation letter?
Following are a few tips for writing a professional resignation letter, which is then followed by the resignation letter example.
Sharon Schweitzer, an etiquette expert and the founder of Access to Culture, says, ‘it is basic etiquette to speak clearly using polite language especially in the business world.
Well-crafted resignation letters are one of your professional career's most solid stepping stones. And for it to be well-crafted, you must include details like the statement of resignation, expected date of departure, transition details, and personal contact information.
A resignation letter is a formal document to the management to allow them to hire a replacement for the position. So, there’s no need to be creative or sugarcoat your resignation letter. Be concise about the notice and information.
Don’t burn bridges
Don’t let your resignation letter burn bridges by airing grievances. However, if you’re leaving a particularly toxic work environment or may feel difficult to summon any gratitude, a brief word of thanks for the opportunity provided at the company will suffice.
You can always ask for help when writing your resignation letter, and not from anyone but Writesonic – an AI writer. It's like Canva for writing, with tools that simplify the process and automatically generate professional resignations. All you need to do is input some necessary information like the subject, your expected last date, the boss’ name, and the company name. And, voila – you get a variety of resignation letter samples based on the details filled!
Writesonic helps you write a resignation letter that is simple and to the point.
Resignation letter example templates
Now let’s look at the resignation letter template. Following are some sample resignation letters, which you can tailor to fit your circumstances.
Simple resignation letter template example
Dear Mr. Don,
I am writing to inform you of my decision to resign from my current position as assistant manager, effective August 22, 2022.
Thank you for giving me the opportunity to work with you during my time at the company. I have learned a great deal and am grateful for the opportunities you have provided. I would be happy to assist with the transition process should you need me to do so.
I wish the company continued success in the future and hope to stay in touch in the future.
Formal resignation letter template example
001 Main Street
Anytown, CA 12345
September 6, 2022
002 Business Rd.
Business City, NY 56321
Dear Mr. Smith
Please accept this letter as an official document that I am resigning from my position as a Fashion photographer, effective September 21, 2022.
Thank you so much for the opportunity to work in this position you have provided me during my time at the Textile Store. I am grateful for the encouragement you have given me to pursue my personal and professional development.
I will do everything to complete pending tasks and incomplete projects. I am willing to assist in the process of hiring and training other team members or new employees to take over my duties. Please let me know if there’s anything else I can do to help during this transition period.
Learn How to write an email that can boost conversions!!
Short and sweet resignation letter template example
Dear Mr. Milo,
I am writing this letter to inform you of my resignation from Hardcore Furnitures. I would like to thank you for giving me the opportunity to work here, and I have learned a lot in the past year.
However, I am moving on to new opportunities and will be leaving the company at the end of the month. I wish you all the best in the future.
Professional resignation letter template example
001 Main Street
Anytown, CA 12345
September 6, 2022
Black and Blue Media
009 Business Rd.
Business City, NY 5678
Dear Mr. Green
Please accept this letter as formal notification that I am resigning from my position as Graphic designer, effective September 20, 2022.
I’m incredibly grateful for the opportunities I’ve been provided during my time at Black and Blue Media. I greatly appreciate the encouragement you have given me to pursue my personal and professional development.
Over the next fourteen days, I will ensure that my remaining tasks and current projects are completed, and I am willing to assist in the hiring and training of my replacement. Please advise how I can assist during this transitional period.
Two weeks' notice resignation letter template example
Brown's Furniture Store
Dear Ms. Jane
This letter is to inform you that I am resigning from my position as assistant manager at Brown's Furniture Store, effective two weeks from today.
It has been a pleasure working at Brown's Furniture Store, and I am truly grateful for the opportunities you have afforded me. My last working day will be December 15, 2022.
I will continue working at the highest quality level until my final day of employment. Please let me know if there is anything you would like me to do to facilitate a smooth transition during this time.
Resignation letter template example to take on a new opportunity
Dear Mr. Don,
I am writing to inform you of my decision to resign from Johnson Cosmetics, effective August 22, 2022. I understand that transitioning a new person to the role of assistant manager will take some time, and I would like to provide as much notice as possible.
I am writing to formally notify you of my resignation from the position of assistant manager with Johnson Cosmetics. Per my notice period, my final day will be August 22, 2022.
I have been offered a job opportunity that will halve my daily commute and allow me to spend more time with my family outside of working hours.
During my time at Johnson Cosmetics, I have learned a lot and grown professionally. I am truly grateful for the opportunities and advice you have afforded me.
I wish the company continued success in the future and hope to stay in touch in the future.
Although it is both exciting and nerve-wracking to quit your job, a well-crafted resignation letter will opportune you to leave a lasting impression on your current as well as the future boss. However, don’t burn any bridges on your way out.
You don’t know if someday you’ll cross paths with your boss or colleagues or if you’ll want to return to the company at some point in the future. So, it’s better to leave the options open.
And, if you can’t bring yourself to write a good resignation letter, you can always seek a little assistance from Writersonic. This AI writer can simplify the process and generate professional resignations automatically. Sign-Up to get your letter starting, and claim 2500 words for FREE.
Is it okay to resign via email?
Yes, it is okay to resign via email with an attached Word or PDF copy rather than printing out a physical hard copy. However, it may not seem very professional and could harm your career. But if you are in doubt, ask your manager what they would prefer.
What not to say when you resign?
When quitting, it is best done without burning any bridges. This includes not saying “quitting” or “leaving” when you tell your boss you're resigning because they could make your boss feel like it's their fault you're vacating your position. In addition, phrases like “I've found a better opportunity” or “I've outgrown my position" “Instead, let them down easy" can also sound too harsh for your intentions to leave without burning any bridges.
How much notice is required when you resign from a job?
It is good to notify your resignation about two weeks before leaving. Although there are no legal obligations that would require you to provide that standard two weeks' notice of resignation, it’ll help lessen the load on the coworkers you are leaving behind and help reduce lost costs that your resignation may impose on the business.
Should I talk to my boss before resigning?
It is not necessary, but if you have a good working relationship with your manager/employer, then it might be okay to do so. And if you are a contract employee, unless the contract of employment specifically states that a resignation must be in writing or the verbal resignations are valid, do so accordingly. Of course, asking your manager what they would prefer is preferable.
Can AI help me write a resignation email?
Yes, AI tools like Writesonic’s email generator can help you write a resignation letter by entering the basic details of your resignation. As an output, you will get well-drafted, professional emails that you can tweak or share directly with your boss.