Resignation letter templates: How to write + examples

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.

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.

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What to include in a resignation letter?

Following are a few basic elements that should always be included in your resignation letter.

Date

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.

Gratitude

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.

Transition details

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.

Emotional attachments

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.

Career change

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.

Better opportunities

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.

Be polite

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.

Include details

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.

Be brief

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.

Use Writesonic

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.

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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

Formal resignation letter template example

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Short and sweet resignation letter template example

Professional resignation letter template example

Two weeks' notice resignation letter template example

Resignation letter template example to take on a new opportunity

Final words

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.

FAQs

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.