Learn how to craft a professional resignation letter with our step-by-step guide. Ensure a smooth transition with expert tips
Resignation Letter Format
A resignation letter is a formal way to notify your employer that you are leaving your job. It should include the reasons for leaving, your last working day, and a thank you note to your employer. Submitting a resignation letter is a professional way to end your employment.
How to Submit a Resignation Letter
Use this format to quickly create your resignation letter. After preparing it, print it on plain paper, sign it, and deliver it to your employer. You can also email it to your HR manager. Make sure to give your employer enough notice before your last day.
How to Create a Resignation Letter
Print your resignation letter on plain white paper, sign it, and hand it to your HR department or supervisor. Keep one copy for yourself and give the other to your employer. If sending via email, ask for confirmation of receipt.
Points to Remember
A resignation letter requests to end your employment, but it is up to your employer to accept it, reject it, or make a counteroffer. Usually, employers will confirm your last day of work upon accepting your resignation.
Sample Resignation Letter Format
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Employer’s Name]
[Company’s Name]
[Company’s Address]
[City, State, ZIP Code]
Dear [Employer’s Name],
I am writing to formally resign from my position as [Your Job Title] at [Company’s Name], effective [Last Working Day, typically two weeks from the date of the letter].
I have enjoyed working at [Company’s Name] and am grateful for the opportunities I have had to grow professionally. I am particularly thankful for the support and guidance provided by you and the team. However, after careful consideration, I have decided to pursue [briefly mention your reason if you wish, e.g., new career opportunities, personal reasons, further education].
I will do my best to ensure a smooth transition during my remaining time here. Please let me know how I can assist in handing over my responsibilities or training a replacement.
Thank you once again for the opportunity to be a part of [Company’s Name]. I wish the company continued success in the future.
Sincerely,
[Your Name]
FAQs for Professional Resignation Letter
1. Should I include my reason for leaving in the letter?
While including your reason is optional, it can sometimes be helpful. If you're on good terms and leaving for a positive reason like pursuing further education or accepting a promotion, briefly mentioning it can demonstrate transparency and maintain goodwill. However, if your reason is negative, like dissatisfaction with the company or conflict with colleagues, it's best to keep it vague and professional. Simply stating you're pursuing 'new opportunities' or 'personal career goals' suffices.
2. How can I gracefully decline offering specific details about my next job?
While your manager might show curiosity about your future plans, you have the right to keep them private. If you're not comfortable disclosing details about your new employer or role, politely deflect the inquiry. A simple phrase like 'I'm excited to explore new opportunities in a different industry' can set boundaries without seeming rude. Remember, your primary focus is your professional departure from your current company.
3. What steps should I take after submitting my letter?
Once your resignation is acknowledged, schedule a face-to-face meeting with your manager to discuss the transition plan. Be proactive in offering to document your work processes, train your replacement, and tie up any loose ends. This demonstrates professionalism and ensures a smooth handover for your colleagues. Additionally, inform your team members personally about your departure and express your thanks for their support.
4. Is it okay to send my resignation letter via email?
While email is often an acceptable method for resignation communication, consider the company culture and your relationship with your manager. In formal environments or if you have a close rapport with your boss, a hand-written letter or a personal conversation might be more appropriate. However, if your company utilises an internal communication platform or has specific resignation protocols, following those guidelines is advisable.
5. I'm leaving on short notice due to an unexpected opportunity. How can I minimise disruption?
Unexpected circumstances sometimes require shorter notice periods. While inconvenient for your current employer, acknowledge the disruption and apologise for any inconvenience. Be as helpful as possible during your remaining time, prioritising the urgent tasks and documenting ongoing projects. Show willingness to remotely assist with the transition if feasible. Finally, leave your contact information for any follow-up questions your colleagues might have.
