Resignation Letter

Free Resignation Letter Template

A resignation letter is a formal communication informing HR or your manager that you are resigning from your position at the company. In most cases, it is given after face-to-face verbal notice.  Although short, the letter requires thoughtful planning. Whether you are leaving for health reasons, relocating, or starting a new job, being professional when quitting your job is essential.

Before writing a resignation letter, you should ensure you have all the necessary information, such as your last date of employment, how much notice you’re giving, and any suggestions for handling the transition. Assisting with transition may not be a requirement, but your boss and replacement will appreciate it, and that can mean a good recommendation letter in the future if needed.

This article explains how to write the perfect resignation letter and explores the do’s and don’ts of quitting a job and submitting your resignation. Let’s begin with the latter.

The Do’s and Don’ts of Resigning From Your Job

Starting over can be exciting, especially if your new venture offers better growth opportunities. However, it’s also a move from the known to the unknown. It is best to maintain a professional relationship with your former boss. Consider the following ideas.

• Keep personal feelings out of the letter. No matter how challenging your relationship with the manager and coworkers has been, this is not the time to complain. You don’t want a record of your bickering on the company’s records.

• While a resignation letter can be attached to an email or mailed, it is best to resign in person. Being there demonstrates ownership of your decision and allows you to answer your manager’s questions.

• Consider speaking to your boss about your decision before submitting your resignation letter. At the very least, this will allow them time to strategize and plan for a replacement before your official resignation.

• It is kind to give your reason for leaving. You don’t have to explain every detail and why you decided to go. A single sentence stating that you are resigning due to a career change, a new growth opportunity, health reasons, relocation, family, or another personal reason should suffice.

• Remember to express gratitude for the opportunities your position offered.

• Respectfully listen to counteroffers your employer may present and kindly turn down those that don’t align with your current goals.

• Be willing to help your replacement adjust to their new position.

With these points in mind, you can craft a thoughtful and professional resignation letter.

Writing a Resignation Letter: A Step-by-Step Guide

Preparing a well-crafted resignation letter is straightforward, provided you have all the necessary information. Follow the steps below.

1. Write your name, address, and date at the top of the page.
2. Include a formal salutation, such as Dear, followed by the name of the person you are addressing.
3. Next, write your opening statement. Use this section to state the purpose of the letter. Mention your intention to resign, the position you are vacating, and the effective date.
4. Express appreciation. Use one paragraph to express gratitude for the opportunities you had working at the company. Despite several challenges, you can always find something to be grateful for. You may have benefited from the experience, networking opportunities, personal growth, exposure, etc.
5. Offer to assist with the transition. Express your willingness to make the transition easy on the company. You may use the remaining time to assist a new employee in learning to do your job.
6. Close the letter with more appreciation and express your openness to a continued relationship. If you wish, you can provide your contact information.
7. End the letter formally and sign.