Resignation Letters: Tips, Templates and Examples

By Indeed Editorial Team

Updated 28 June 2022 | Published 18 September 2019

Updated 28 June 2022

Published 18 September 2019

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Resignation letters are one of the best ways to formally exit a company with a positive tone and reinforce your relationship with the company and your co-workers in future. When written simply and with polish, a well-crafted resignation letter is one of the most solid stepping stones in your professional career.

What Is A Resignation Letter?

A resignation letter is an official document that records the end of your employment with an organisation when you have indicated your decision to leave.

It is always best to speak directly with your manager before sending a resignation letter to give them time to prepare. If you work remotely, ask for having a conversation by video chat or phone. In this article, we discuss how to write a resignation letter and glance at few samples.

Typically, it includes the following information:

  • Statement of resignation from company

  • Date of last day of work

  • Statement of gratitude

  • Next steps or important information

  • Signature

Related: How To Write Relieving Letter: A Complete Guide With Example

Why Are Resignation Letters Important?

If you decide to leave your job, it is a matter of professional courtesy to submit a resignation letter. Resignation letters are also important for HR departments to keep on hand as a record of your time at the company for things like payroll and to reference in the future.

They are also important because they contain important operational information for your direct manager like your last day and what is needed as you plan your departure from the company.

Related: All You Need to Know About Notice Period for Resignation

How To Write A Resignation Letter?

Before writing your letter, you might consult with your direct supervisor or HR manager to follow any processes your company has in place. For example, they might ask you to provide specific information or send your letter to certain people at the company.

You are required to include the following information in this order:

  1. Record the time and date. In a standard business letter, the time, date and few other details are typically included to keep record of timestamps. In an email, this information is not necessary as it is included digitally. In a typed a letter, you might include this information at the top of the page.

  2. Start with an address line. Address the recipient by name. You can use introductions like ‘Dear,’ ‘Hello’ or simply ‘Mr/Ms [supervisor’s last name]’.

  3. Include a statement of resignation. State clearly that you are writing to submit your formal resignation from the company. If you would like, you can include your position title as well.

  4. List your last day of work. While it is standard to provide two weeks’ notice, your company might have specific instruction around what your last date of work is required to be. After getting this information, list the date and weekday of your final day at the company.

  5. Include a statement of gratitude. It is always a good career decision to keep your relationships positive. Writing one or two sentences explaining what you are thankful for about your time at the company helps foster a peaceful transition.

  6. List next steps or important information. List any key information the recipient has to be aware of regarding your transition. These details can be worked out with your manager ahead of time.

  7. Close with your signature. Lastly, finish the letter by signing your name after a closing statement like ‘Sincerely’ or ‘Thank you’.

Resignation Letter Template

Below is a sample resignation letter template and suggestions for customising it based on your circumstances.

Dear Mr/Ms [your supervisor’s last name],

Please accept this as my formal resignation from XYZ Company. My last day would be [insert your final day of work], two weeks from today. I am grateful for all your support during my time here and deeply appreciate all the valuable experiences I have gained. It has been a sincere pleasure working with you and the team.

Please let me know how I can help during this transition and make it as smooth as possible. I wish you all the best.

Best wishes
[insert your name]

This template provides you with the basic information when resigning from any company. But, if you want to customise your resignation letter, here are suggestions for making it more personal.

  • Include your personal email address and add language that encourages your manager to continue a professional relationship after you leave the company.

  • Mention why you are leaving including personal details about family issues, relocation, a change in career, returning to school, etc.

Resignation Letter Examples

Here are few sample paragraphs that tell you how to write a resignation letter and can explain your departure in more detail.
 

Resignation due to better opportunity

I am writing to inform you that I have accepted a position at a company that I feel is a better fit for my career moving forward. Please accept this note as my formal resignation from ABC Company. My last day would be two weeks from today, [insert last day of work].

While I would be moving on to a new position, I am deeply grateful for the opportunities to grow and learn during my time here.

Resignation due to relocation

Please accept this as my formal resignation from XYZ Company. My last day would be [insert your final day of work], two weeks from today. I am relocating to Kolkata in the coming months to be closer to family.

Thank you for the opportunity to learn and grow in the accounting department. I hope to find a new position with equally inspiring, helpful and kind colleagues. I wish the company success in the future.

_Please let me know how I can help make the transition as smooth as possible.

Resignation due to family reasons

Please accept my resignation effective [insert your final day of work]. As you know, my family welcomed our second child last month. After my parental leave ends, I would prefer to stay home with my children and focus on the needs of my family.

Thank you for understanding and please let me know if I can be of any assistance during this time.

If your reasons are not specific to having children or you would prefer to remain vague, try the following version.

I am writing to inform you that its important for me to resign from my role at Company XYZ by the end of next month. Family circumstances require my full attention at this time and leave me unable to continue in this role.

I am available over the next month to assist with the transition.

Resignation due to a change in career

Please accept my resignation effective [your final day of work]. I have accepted a position at a [insert the line of work you intend to pursue] and look forward to the new direction of my career even though I would miss my work with you.

Thank you for the support and the opportunities over [insert duration you were at the company].

Please let me know if you need any assistance during this transition and how I can help over the next few weeks.

Note that this example includes mention of an industry and not a specific company. You are not required to include the name of your future employer in your resignation letter. In fact, it is better to leave that information out.

Resignation due to returning to school

Please accept my resignation effective [insert your final day of work]. Next month, I would be enrolling in graduate school and would require to resign from my role at Company XYZ.

I would like to thank you for all the great opportunities I have had while working with this team. The learning experiences and skills I have developed while at Company XYZ have laid the ideal foundation for this new stage in my life.

Please let me know if you need any assistance during this two-week transition. Thank you again for all the positive experiences over the past [insert duration you were at the company] and I look forward to staying in touch.

Resignation Letter Tips

Here are several tips to find out how to write a resignation letter and make it an effective one.

  • Keep it positive. Regardless of the reasons you are resigning, the tone of this letter has to be positive. Aim to part on good terms and maintain your professional network. Above all, do not use your resignation letter to vent frustration.

  • Deliver your letter in person. If possible, you may want to deliver your resignation letter in person to your manager. If you resign with a hard copy, be sure to include the date at the top of the letter. You may also send an email. Use a subject line that is clear and direct such as Resignation – [Your Name].

  • If necessary, keep it brief. If you are leaving your company for sensitive reasons and prefer not to provide optional details, simply include your statement of resignation, last day at the company and a statement like ‘I wish the company success in its future endeavours’.

  • Plan for an immediate departure. In certain situations, your employer may ask you to leave on the day you resign. If you are leaving for a new job that does not begin for few weeks, this may mean that you have a period of time in which you are not being paid.

  • Follow your manager’s instructions for next steps. After you submit a formal resignation, your manager might ask you to put together a transition plan, finish up certain projects or write a goodbye note to your colleagues.

Related:
  • How To Write An Official Letter: Format, Types And Example
  • Resignation Letter Due to a Career Change (With Samples)
  • 10 Tips To Improve Your Writing Skills

Please note that none of the companies mentioned in this article are affiliated with Indeed.

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