How to Write a Letter of Resignation
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Editor & Writer
Writer
Editor & Writer
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- A resignation letter is an official notice to your manager that you are leaving your position.
- Keep your resignation letter professional to ensure you leave behind positive professional relationships.
- Although two weeks' notice before leaving a job is standard, it is not mandatory.
- Send your resignation letter to your manager and your HR team to notify everyone properly.
According to the Bureau of Labor Statistics, 4.3 million Americans quit their jobs in May 2022, and another 4.3 million quit in June 2022. These numbers suggest that many workers are reconsidering whether their current job or company is the right fit. Following this trend, there will likely come a time when you consider leaving a job for a better opportunity.
Whether you're leaving because of low pay, little opportunity for advancement, or a career change, resigning from your job may feel difficult. Leaving a job gracefully means creating a good exit strategy, communicating with your manager and team positively, and putting your intent to leave in writing with a letter of resignation.
Why Write a Resignation Letter?
A resignation letter is a formal written notice to your manager that you are leaving your job. It makes your departure official and is concrete documentation to your company that you are leaving.
Submitting a letter of resignation gives your employer time to help transition your duties and seek a replacement worker for your position. This letter also serves as a courtesy to your human resources team. They can then coordinate with you on final steps, like setting up an exit interview or turning in work equipment. It's important to write a letter of resignation to ensure you and your company are on the same page when you decide to leave your current job.
What to Include in a Resignation Letter
Here is what a professional resignation letter should include, from beginning to end:
-
Your name and contact information -
The date the letter is written -
Your current employer's contact information (your manager's name and title and the company's name and official address) -
Subject — Official Resignation Letter of [Your Name] -
A formal greeting [Dear or To] -
First paragraph — Inform your company of your intent to resign from your current position and what your effective last date of employment will be -
Second paragraph — Outline the reason for resigning with a brief sentence or two [e.g., accepting a role at a new company, personal reasons, etc.] -
Third paragraph — Express gratitude for working with the company and that it has contributed to your career growth -
Fourth paragraph — Acknowledge your availability to help your team smoothly transition your duties and responsibilities before you leave the company -
Fifth paragraph — Close the letter by thanking the company and wishing them well in the future -
Closing [Respectfully or Sincerely] -
Your written signature -
Your printed name under your signature
What Not to Say in a Resignation Letter
There are a few things to avoid writing in your resignation letter to ensure a positive transition when leaving a workplace. Avoid writing negatively about the company, your co-workers, or your manager. Be mindful of the tone of your resignation letter and keep it professional and concise.
A resignation letter is not an appropriate place to air your grievances about your job or the company now that you are leaving. Instead, set up an exit interview with your manager or HR team to openly discuss your experience with the company.
In a resignation letter, there is no need to go into detail about why you're leaving the company. Your letter should avoid going into specifics about any new job offer or your new salary.
How to Hand in a Resignation Letter
There are various ways to hand in your letter of resignation. The most common practice is to deliver your letter to your manager in person. After you do this, you can discuss your decision to leave the company.
If you are a remote employee, set up some time to speak with your manager to inform them you are leaving before submitting your resignation letter via email. This gives them written notice of your decision and helps them plan for their next steps.
Although giving two weeks' notice is standard, it is not mandatory. Depending on your workplace's policies, the start date of your new job, or whether you plan to take personal time off in between jobs, your notice might be longer or shorter than two weeks.
Resignation Letter Example #1
[Your name]
[Your address and phone number]
[Date]
[Your manager's name]
[Your manager's title]
[Your company's name and address]
Subject – Official Resignation Letter of [your name]
Dear [your manager's name],
Please accept this letter as a formal notice of resignation from my current position as [job title] with [company name]. My last day of employment with [current company's name] will be on [effective last day with the company].
After careful consideration, I have accepted a job offer from another company.
I have been fortunate during my time at [current company's name] for the opportunity to grow professionally. In the [length of time with the company] I have worked for [current company's name], this role and your leadership have afforded me valuable skills and experience.
I welcome the opportunity to help transition my duties and responsibilities during the remainder of my time here. Please let me know how I can assist during this transition period.
Thank you again for the opportunity, and I wish you and [current company's name] continued growth and success.
Sincerely,
[Your written signature]
[Your printed name]
Resignation Letter Example #2
[Your name]
[Your address and contact phone number]
[Date]
[Your manager's name]
[Your manager's title]
[Your company's name and address]
Subject – Official Resignation Letter of [your name]
Dear [your manager's name],
I am writing to announce my resignation from [company name] as [job title] effective [effective last day with the company].
Due to personal reasons, I will be resigning from my role with the company.
For the past [length of time with the company], my time with [current company's name] has been very rewarding. I've enjoyed contributing to the overall growth of the company.
If I can be of any help during my final days, please do not hesitate to ask.
Thank you for the growth opportunities at [current company's name]. I wish the company and team all the best.
Best,
[Your written signature]
[Your printed name]
Frequently Asked Questions About Resignation Letters
Do you send your resignation letter to HR or your manager?
Your HR representative and your manager should both receive a copy of your resignation letter. Your letter is an official notice to your manager and human resources of your departure.
Additionally, your letter of resignation should confirm your desired last day of work and your plan to transition your duties. It also gives notice to HR and your manager, letting them know they should begin looking for a replacement for your position.
Can I resign immediately?
If you are formally resigning -- as opposed to quitting your job, which tends to be an intentionally immediate exit from your position -- it is typical to give your current employer at least two weeks' notice. This can help ease the transition and provide time to transfer any tasks and complete exit procedures with the human resources team.
However, that might not always be the case, depending on whether your employer needs a transition period or if you're resigning for personal reasons that prevent you from staying on for two more weeks.
What is the best day to resign?
One of the most important decisions when resigning from a job is figuring out when to notify your manager. The most common days to resign and give two weeks' notice are Monday or Friday -- the beginning or end of the workweek.
Turning in your two weeks' notice at the beginning of the week gives your manager time to inform HR and any other teams who need to know, figure out a transition plan, or possibly try to negotiate an offer to keep you on their team.
Alternatively, waiting until the end of the week to resign can give you and your manager time over the weekend to let the dust settle. You can then begin to discuss your transition plan the following Monday. Turning in your resignation on a Friday also allows you to finish your work week without the stress of the conversation looming over your head all week.
Although the beginning and the end of the week are the most common times to turn in your resignation, it's still acceptable at any point during the week.
