A resignation letter formally tells your employer you are leaving your job. It is a professional courtesy and helps ensure a smooth transition. Even if you tell your manager in person, a written letter is important. It creates a formal record of your departure.
It helps you leave on good terms. This is important for your professional reputation and for getting good references in the future. A well-written letter makes sure you are remembered positively.
Here’s how you can write a clear and professional resignation letter.
What is a Resignation Letter?
A resignation letter is a formal document stating your intention to leave your current job. It includes your last day of employment and often offers to help with the transition. This letter is typically addressed to your direct manager and the Human Resources department.
It serves as an official notice and helps maintain a good relationship with your employer.
4 Key Parts of a Resignation Letter
A good resignation letter has four main parts:
- Statement of Resignation: Clearly state you are leaving.
- Last Day of Employment: Provide your official end date.
- Offer to Assist with Transition: Show your willingness to help.
- Professional Closing: End the letter respectfully.
Let’s look at each part.
1. Statement of Resignation
Start your letter by clearly stating your purpose: you are resigning from your position. Be direct and to the point. Do not include reasons for leaving in this first sentence.
Here’s how to do it:
- Mention your job title.
- State that you are resigning.
Example:
"Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]."
You can add a sentence about the effective date here, but the next section covers it in more detail.
2. Last Day of Employment
This part is crucial. You must state your last day of work. Most companies require a “two-week notice.” This means you give them two weeks from the date they receive your letter. Check your employment contract or company policy for specific notice requirements.
Here’s how to do it:
- Clearly state the exact date of your last day.
- Ensure it aligns with your notice period.
Example:
"My last day of employment will be [Your Last Day - e.g., June 28, 2025]."
Make sure this date gives your employer enough time to prepare for your departure.
3. Offer to Assist with Transition
This section shows your professionalism. Offer to help ensure a smooth handover of your duties and responsibilities. This leaves a positive impression and helps your colleagues.
Here’s how to do it:
- State your willingness to assist in training your replacement.
- Mention you will help with outstanding projects.
Example:
"I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks or projects before my last day."
This sentence shows you are thoughtful and responsible.
4. Professional Closing
End your letter with a professional closing. You can thank your employer for the opportunity. This is optional but can help maintain a good relationship. Keep it brief and positive.
Here’s how to do it:
- Express gratitude (optional).
- Use a formal closing like “Sincerely” or “Regards.”
- Type your full name.
Example:
"Thank you for the opportunities I have been given during my time at [Company Name]. I wish you and the company all the best in the future.
Sincerely,
[Your Full Name]"
Avoid making any negative comments or complaints in your resignation letter. Keep the tone positive and appreciative.
Full Resignation Letter Template
Here is a complete template you can use:
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]
[Date]
[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]
Dear [Manager's Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name]. My last day of employment will be [Your Last Day - e.g., June 28, 2025].
I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks or projects before my last day.
Thank you for the opportunities I have been given during my time at [Company Name]. I wish you and the company all the best in the future.
Sincerely,
[Your Full Name]
Before You Send Your Letter
Here are a few important steps to take before you send your resignation letter:
- Tell Your Manager First: Always tell your direct manager about your resignation in person before sending the formal letter. This shows respect.
- Check Your Contract: Review your employment contract or company handbook for any specific resignation procedures, like notice periods or return of company property.
- Prepare for Questions: Your manager might ask why you are leaving. Have a simple, positive answer ready (e.g., “I’ve accepted a new opportunity that aligns with my career goals”).
- Save Copies: Keep a copy of the letter for your records.
Conclusion
Writing a resignation letter is a simple but important step when leaving a job. By keeping it concise, professional, and positive, you ensure a smooth departure. Remember to include your clear statement of resignation, your last day, and an offer to assist with the transition.
Follow these steps, and you will leave your current role on good terms. This helps you build a strong professional network and reputation for your future career.
