Have you ever considered resigning from your job? The idea of quitting may have crossed your mind at some point or another in your career.

There is a host of reasons for somebody to quit their job. They may not be satisfied with their current job; they have received a better job offer from another company; they may even want to pursue their own business after quitting.

Whatever the reason may be, you need to leave your company on good terms. The last thing you want to do is to resign without giving your employer proper notice. It is very unprofessional to not go to work and call your boss stating your decision. The best practice is to hand in a resignation letter.

A resignation letter is a formal document informing your employer that you are leaving the position and the company. It provides your reasons (though it does have to) for quitting and is generally submitted at least 2 weeks in advance (depending on company policy). While it may seem redundant to hand in a letter when you can express your intentions verbally, it is necessary for official HR purposes.

In addition, a resignation letter helps to form a continuing professional and positive relationship with your employer. You never know when you require a recommendation or reference later on in your career. You want to bow out gracefully; a well-written resignation letter will help you achieve that. Leaving a positive impression on your employer will surely help you out down the road should you require some assistance.

How to Write a Job Resignation Letter (Including Tips and Templates)

© Shutterstock.com | Oxlock

We have compiled a list of tips that you can use to write the perfect job resignation letter. They will help you in constructing a letter that is very professional and respectful in the eyes of your employer. We have listed things you should include, and things you should definitely not include in your letter.

Moreover, we have provided some templates of resignation letters to help you get started in writing your own resignation. You will get some ideas from reading these, and then you can craft your own.

KEY TIPS FOR WRITING A JOB RESIGNATION LETTER

Always Address Your Immediate Supervisor

Before you actually start writing your resignation letter, talk to you immediate supervisor and inform them of your decision. You do not want to surprise your employer by sending a resignation letter without a prior notice or discussion of some kind. Your supervisor is the one person in your company with whom you can disclose important information.

They have every right to know your reasons for leaving the firm. They will be very respectful and understanding when it comes to this important decision, so there should not be anything to hide from them.

When writing your letter, make sure to address it to your supervisor, because they will be the ones to read it first. They will then hand it over to human resources and they will take care of the other formal matters. However, your concern should be addressing your resignation letter to your immediate boss.

Moreover, since you have addressed your supervisor when writing the letter, you will also require a signature from them to make it official. This will make the entire resignation process easier for you and you will avoid any red tape issues from human resources.

If you are sending an email, this is not necessary since the management team will automatically realize that your supervisor has read it and approved it. However, if you are handing in a paper letter, then you need a signature at the very end to officially confirm the validity of the letter.

This is how to tell your boss about your resignation. 🙂

Provide a Basic Reason for Your Resignation

In your resignation letter, you should state a basic reason for your leave. It is the least you can do to inform your employer for your grounds of quitting. Everybody has a particular reason for resigning. You may have received a better offer elsewhere; you may want to pursue other interests in life; you may even be unsatisfied with your current job.

Whatever your reason may be, at least inform your employer about it. We are not saying you should go into great detail in your resignation letter. In fact, we advise against it. However, please provide a basic reason for your departure.

If you are leaving your company to join another company due to a better offer, then you may want to only state the company you are going to join. It is unnecessary to explain the details of the new offer – the salary and benefits. It is not in good taste to mention those details. Be polite, respectful, and simply state that you are moving on to another company. If you had a good working relationship at your company, then you can ask for a recommendation letter to help you in your career.

If you are unhappy with your current job, simply state that you are leaving for personal reasons. There is no need to go into detail here. We will discuss this in detail later in the article.

If you are resigning because you want to pursue your other interests in life (such as creating your own business), then informing your supervisor would be a good idea. Your employer would understand this, because this is a fairly normal reason for resigning. Many leave since they want to embark on their own entrepreneurship track and launch their own business. Your employer will appreciate your initiative and wish you all the best on your endeavors.

We would like to reiterate that there is absolutely no need to go into extensive detail on your decision to leave. Keep it short and simple. Any details that need to be stated can be done so verbally with your immediate supervisor.

Send it in Advance

Most companies have a strict policy laid out in the job contract, describing when employees should hand in their resignation letter. In most cases, you should submit your letter two weeks ahead of your intended resignation date. This gives human resources and the entire organization enough time to adapt to this change and find a replacement.

You should mention the final working date in your letter. Of course, it would be wise for you to discuss this ahead of time with your supervisor. After you agree upon the final working date, mention that in your letter and submit your resignation letter at least two weeks before your intended last date.

Please read your job contract and talk with your supervisor about the details of resigning. In some companies, the policy may be to hand in a letter 4 weeks in advance. To avoid any complications about receiving your salary for your last few weeks at the company, make sure to clarify these issues. Submit it according to your company policies, and everything will take place smoothly.

Provide Help for Transition

It is customary to assist the company in this transition. Having a sentence in your letter stating that you are willing to help them out in this time is a gesture of good faith. It could involve returning office supplies to the administration team, talking with the IT department to cancel your login credentials, or even cleaning up your desk to make it easier for the next person to take your place.

You want to convey that you will still act as a regular employee, even though you have expressed your intentions of leaving and have notified the firm of your last date. This is a sign of integrity and your organization will view this in a very positive light. When you make it easier for your company as you leave, you have a good shot at acquiring some kind of reference that will definitely come in handy later on in your career.

Do Not Forget to Thank Your Employer

You were given this opportunity to work at your company, based on your performance in the interview and your persuasion abilities. They have kept you around for as long as you have been working there because you have delivered on all of your promises. Companies take a great deal of effort to nurture their employees and shape them into amazing employees. You should take the time to thank your company for the opportunity they gave you.

Expressing your gratitude is a good sign that you enjoyed your time working at the company and are looking forward to maintain communications in the future. If you want to name anybody in particular, go ahead and do so. You can express how you thoroughly enjoyed working with your supervisor and learned a lot from your senior colleagues who brought you on board and made you feel like a part of the family. Describing how you felt like your team was like a family keep things cordial and you are open to opportunities in the future should they arise.

By stating many positive qualities of your colleagues at your current company, you are opening the door to easily attain a recommendation letter to help you later in your career.

Never Complain and Always be Professional

Even if you are leaving your company due to some personal issues you faced at work, never make it apparent in your resignation letter. This is not the appropriate time and place for you to complain about your working conditions. You can express your problems of such matters to your supervisor personally. A resignation should be as professional and respectful as possible; do not say anything bad about the company or the people you personally worked with.

Complaining is a one-way ticket to not receiving any sort of reference letter later on. You do not want to start badmouthing your employer, especially considering the amount of time and money they invested in you. We all have our reasons for quitting; even if you had a bad experience at your company, refrain from expressing this, especially in your letter. Remember to be professional and polite.

Here are some inspirational and funny examples of how other people delivered the resignation message.

RESIGNATION LETTER TEMPLATES

We have also provided some templates to help inspire you to write your own resignation letter. We have provided several templates based on the reasons for your leave. You will notice that every template of resignation letters we have provided consists of the same key components.

  1. Header
  2. Salutation
  3. Body of the Letter
  4. Closing
  5. Signature

This is the general format of any letter. If you follow this structure for you resignation letter, it will show that you put time and effort into it and it will be accepted without any need to revise it.

Template 1 – Simple Resignation Letter

This template is the most simple and bare bones resignation letter you can write. It directly states that you are resigning and only provides details of your last working day.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on December 15, 2016.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning.

If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 2 – Leaving with Advance Notice

This resignation letter provides a notice two weeks ahead of time from your intended final day of work. We must reinforce that if you company has a policy where you must hand in your letter 4 weeks ahead of time, then simply modify the appropriate sentence.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization, effective two weeks from this date. That means that March 31, 2016 is my last working day at this firm.

It was not an easy decision to make. I have learned a lot in my role as a Management Trainee here. Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. I wish the company all the best in its future endeavors.

If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 3 – Leaving for a Career Change

Sometimes, you may leave your current company to pursue a career in an entirely different industry and/or track. As a formality, it would be a good gesture to state this fact.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on April 30, 2016. I have decided to join a tech startup firm because I want to establish my career in another sector, a very thriving sector. However, I enjoyed my time working with you and I will miss it greatly.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. I wish the company all the best in its future endeavors.

If I can be of any assistance during this transition, please let me know. I intend to make it a smooth process for you. If you are looking for a replacement, I can find one for you.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 4 – Leaving for a New Job Offer

If you are leaving your job because you received a better job offer elsewhere, you may want to mention this in your letter. We reiterate that you should not mention the details of your new salary, compensation, or benefits, but simply state that the offer was too good to refuse.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on January 31, 2016. I have been offered the position of Senior General Manager at another organization along with an improved salary and benefits. This offer is very enticing and I do not want to refuse it.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. This organization was like my second family.As much as I would like to continue working with you, I have to consider my own financial situation and this offer was too good to pass up. I want to go up the corporate ladder and this new role will help me accomplish my dream.

I hope you do not take this decision of mine personally. If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 5 – Resigning for Personal Reasons

Sometimes you leave a company due to some personal reasons that are not necessarily in your control. You do not need to state what they are in particular in your letter. You only need to say that you are leaving for personal reasons.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on June 30, 2016. For very personal reasons, I need to leave my position here and take care of things near and dear to me.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. This firm has provided me a lot of moral support and is very understanding in this particular personal matter.

If I can be of any assistance during this transition, please let me know. I intend to still give my 100% until my very last day here.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 6 – Leaving for Your Dream Job

Many of us join a company in a transient period of our lives, waiting for something better to come along the way. Sometimes we are hoping for our dream job to appear, and work elsewhere in the meantime to make ends meet. When you are leaving a company to pursue your dream job, please state this in your resignation letter.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on August 31, 2016. I joined your company several months ago and although I learned quite a lot, I now have the opportunity to start my dream job at another firm. Ever since I graduated, I wanted that job and now I can seize the opportunity. I cannot pass this up, so I have to leave you at this moment.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. I will never forget the memories and experiences I have created here.

If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 7 – Leaving due to Dissatisfaction of Job

Why should you stay at a job that does not satisfy you? There is no reason at all; you should not have to stay. Simply follow this template to write your own resignation letter expressing your dissatisfaction

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on November 30, 2016. For the past couple of months, I realized that I do not have a deep interest in this industry. When I am not able to work with passion and dedication, then it is detrimental for the company. The company always comes first. Hence, I have decided that I am leaving this position to find my passion elsewhere.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning.

Please do not take this personally. Your company tried to get me involved in the inner workings of the industry, but I could never fully grasp it. Since I lack interest, I was never fully behind your brand. However, I want to make this exit smooth for you. If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 8 – Resigning due to Health Reasons

When you need to quit your job due to health reasons, then it is best to let your employer know. As important as your job is, there is nothing more important that your own wellbeing. Do not put your health at risk for your job.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on May 31, 2016.

As much as I enjoyed this job, it was having a negative effect on my health. Working with chemicals on a daily basis made me sick for a few days earlier this year, and it happened again very recently. After much consideration, I have to say that I cannot continue to work in conditions that are detrimental to my health. Hence, I must resign.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. My team has been very cooperative with me and fully support me in this decision of mine.

If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 9 – Resigning after Maternity Leave

Many women in the workplace decide to resign from their jobs after giving birth. Being a stay-at-home mom is a tough job as it is, and juggling that with office duties is not really feasible for everybody. In such scenarios, it would be wise to inform your employer ahead of time of your decision and notify them that you will not be returning after your maternity leave. This template will help you convey that message.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on April 30, 2016.

As much as I enjoyed this job, I must put the life of my child first. As you know, I gave birth a few months ago and am now on maternity leave. Taking care of my baby over the past couple of months has given me a new perspective and meaning in life. I realize that I want to be a stay-at-home mom and provide for my baby in her child rearing years. Hence, I must resign.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. My team has been very cooperative with me and are fully supportive of me in this decision of mine.

If I can be of any assistance during this transition, please let me know. I know this may come as a shock to you, but I do not mean to put the company in any difficult situation. I will gladly train somebody else to take my place.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Template 10 – Resigning to Return to School

Oftentimes, we leave our jobs to pursue higher tertiary education, like a Ph.D. or an MBA. When you want to quit your job to go back to school, this is a good template for you to follow.

Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email

Date

Name
Title
Organization
Address
City, State, Zip Code

Dear Mr./Ms. Last Name,

I am formally announcing my resignation. Please accept this letter as formal notification that I am leaving my position from your organization on Feb 15, 2016.

As much as I enjoyed this job, I always had a desire to pursue an MBA after acquiring a few years of work experience. Now that I have a few years of experience, I can pursue it. I want to expand my career options and I believe this business degree will help me accomplish this dream of mine. Therefore, I must resign.

Thank you for the opportunities you have provided me during my time with the company. I am very grateful to have worked with my colleagues and to have received assistance since the very beginning. My team has been very cooperative with me and they fully support me in pursuing my business degree. I know that the experiences I have garnered here will be very useful for my higher education.

If I can be of any assistance during this transition, please let me know.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

CONCLUSION

This article went over the chief tips you should follow to write a great resignation letter that is respectful and polite to your employer. Always keep it brief and do not make it too personal. Remember that a resignation letter is a formal document, so it is best to keep it that way. Unlike a letter to a friend, there is no need to make it creative and fancy; simple and professional is the best way to go. This boosts your chances of retaining professional connections that may come in handy for you down the road.

While we have provided 10 different templates for various reasons you may resign from your company, there are still other reasons that may persuade or compel you to quit your job. All you need to do is modify the above templates to suit your particular situation. We have provided the groundwork, now all you need to do is create the entire structure of your resignation letter.

Share your thoughts and experience

E-mail is already registered on the site. Please use the Login form or enter another.

You entered an incorrect username or password

Sorry, you must be logged in to post a comment.