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Write A Resignation Letter Like A Pro

Updated: August 11, 2023
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Why Write A Resignation Letter

The most effective and efficient way to let several parties know about your departure from the company is to write a resignation letter . It also creates an additional legal record of your resignation in case questions arise in the future. The right resignation letter will ensure that your professional relationships stay intact and leave in a positive light.

Resignation Letter Basics

Writing a direct and respectful resignation letter is the most effective way to inform your employer that you are leaving the company while stressing that you appreciated your time there. When executed well, a resignation letter can provide future benefits, including potential letters of recommendation.

Every resignation letter should include the following information:

  1. An opening statement and introduction
  2. Your intention to resign
  3. The date of your last workday
  4. Your support of a smooth transition
  5. A statement of gratitude
  6. A polite closing
  7. Your signature

Before submitting a resignation letter, you should speak with your manager or human resources department. It is merely a matter of respect.

Most Important Part of Resignation Letter

A gracious tone is the most important part of a resignation letter. While you may be breathing sighs of relief over securing a new position, it is imperative that you properly communicate gratitude for your experience and the opportunities you received from your employer. The most significant benefit of a statement of gratitude is that it may keep your professional relationships more positive upon your exit.

Step-by-Step: How To Write Your Resignation Letter

Before writing your resignation letter, it is helpful to review the steps involved since it will give you an opportunity to consider how you will phrase it. Instead of leaving anything out, follow these seven steps on how to write your resignation letter .

Step 1: Write the Opening Statement and Introduction

Your resignation letter should open with the letter’s date, your manager’s name, and your employer’s address. This information will serve as proof of your due diligence if any employment-related disputes or questions arise in the future. If you are unsure of the name to use, address it to the company or the human resources department.

Step 2: State Your Letter’s Objective

Do not beat around the bush in a resignation letter. Get to the point by stating that you are writing to inform the company of your formal resignation. While this may seem like a harsh approach, it is vital to remain as frank and polite as possible when resigning.


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Step 3: Add Your Date of Resignation

After stating that you are resigning, your next sentence should include your date of resignation. Most organizations ask for two weeks’ notice, but you can offer more or less depending upon your specific situation, your state’s laws, and any applicable Code of Ethics . Providing this date will help management prepare as soon as possible for your departure.

Step 4: Offer Your Support of a Smooth Transition

Not all resignations are contentious, and your employer will likely recognize there will be a performance gap. While it is not your duty to solve this problem, you can offer your support of a smooth transition, including vetting replacements and providing training, if time allows for it. While this step is optional, it demonstrates your gratitude and willingness to be a team player until the end.

Step 5: Share Your Gratitude

If you recall, the most crucial part of a resignation letter is gratitude. Ensure that you communicate how grateful you are for the investment the company made in you. This strategy is a surefire way to ensure that you leave things on a positive note while making a massive difference in your professional relationships.

Step 6: Finish with a Polite Closing

Next, you will want to finish your letter with a polite closing. Since you wrote down what you had to say in the letter, the conclusion does not need to be overly gregarious or formal. Thank your employer again and offer them the chance to contact you with questions.

Step 7: Conclude the Letter with a Signature

Finally, you will want to conclude your letter with an appropriate closing and a signature. Examples of conclusions include “Sincerely,” “Warmest regards,” and others. If you send the letter in digital format, include a digital copy of your signature at the bottom. Otherwise, print the letter and sign it in ink.

Contractscounsel Employee Writing A Resignation Letter

Image via Pexels by Jonathan Borba

Resignation Letter Samples

Putting these steps into examples will give you a good starting point. Below, here are a few resignation letter samples that you can use as a framework for yours.

Two Weeks’ Notice Resignation Letter

Dear Mr./Ms. [Last name]:

I write today to let you know about my resignation from [company name]. My last day of employment will be [resignation date], two weeks from today’s date.

Please understand how much I enjoyed working here, and it has been an invaluable experience serving you. I am grateful for my time at [company name].

You are more than welcome to let me know how I can make the transition as seamless as possible. Once again, thank you for your investment in my career.

Respectfully yours,

[Your name]

Email Resignation Letter

Dear Mr./Ms. [Last name],

This email serves as formal notice that I will resign from my position as [your job title] for [company name] on [resignation date].

Thank you for the incredible opportunities I received while in your employment, and I offer my support for a smooth transition to the person who fills this role next.

Please let me know if you need anything else from me at your earliest convenience by email at [your email] or phone [your phone number]. Thank you again.

Sincerely,

[Your name]

Formal Resignation Letter

Dear Mr./Ms. [Last name],

Please accept my formal resignation from [company name] as [your position], effective [resignation date].

I am genuinely grateful for the tremendous support and training you have given me during my time here, and I offer my most sincere support for a smooth transition. Please accept my most heartfelt appreciation for encouraging me to pursue my personal and professional endeavors.

If I can be a resource to my successor, please let me know how I can help. Thank you again for everything. I can be reached with questions at your convenience by email at [your email] or phone [your phone number].

Yours very sincerely,

[Your name]

Short Notice Resignation Letter

Dear Mr./Ms. [Last name],

This notice serves as my formal resignation from [company name] on [resignation date]. While I would have preferred to give you the standard two weeks’ notice, I could not do so for [your reasons].

I have enjoyed working together during my time and employment, and I also learned a lot from you. Let me know how I can ease any burdens of this transition at your earliest convenience.

I appreciate your understanding in advance. Thank you again.

Respectfully,

[Your name]

Noncompete Agreements & Clauses

Some employees may have an employment contract with their employer in place, including non-compete agreements and other stipulations. Depending upon your profession, your employer may require a severance agreement . Before signing any documents, seek legal advice from employment lawyers who routinely handle employment contract matters.

If you need help handling employment contracts, severance agreements, and non-compete agreements, consider posting your project with ContractsCounsel today at no upfront cost.

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