Is it time for you to move on with your job? Then learn how to write a resignation letter that’ll build a long-term professional relationship with your boss.
Normally, you’ll need to provide a letter of resignation two weeks before you leave the current job. A resignation letter lets you officially announce your termination at the company, and also provides important housekeeping information, like your last day and other details about your departure.
Whether you are quitting your job on a good note or not, it’s proper protocol to submit a letter of resignation. Due to the circumstances surrounding your resignation, you might be tempted to just patch a resignation letter and move on. But taking your time to write a proper formal resignation letter is worth further considerations.
What Is a Resignation Letter?
A resignation letter or letter of resignation is an official letter written by an employee to an employer informing them that there’ll no longer be working at the company. The main reason for writing a resignation letter is to create an official record of notice, provide details about the employee’s last day, and maintain a positive relationship with the employer.
How to Write a Letter of Resignation
In general, a letter of resignation should be short and concise. There is no need to provide a long explanation on why you’re quitting the job. It is best to be direct, professional and outline any important information about the termination process.
Below are some tips for writing a resignation letter:-
- Be direct and to the point – mention that you are quitting in the first paragraph (or even the first sentence)
- Be professional – do not use it as an opportunity to complain, insult, or criticize the company or other employees
- Give notice of your last day – provide the specific date you are agreeing to work until
- Provide information about the transition – you may offer to help find your replacement, or agree to finish certain projects and tasks before your last day
- Proofread and spellcheck – be sure to thoroughly proofread the letter before submitting to make sure all information is accurate and there are no typos
- Seek legal advice – depending on the nature of your position, you may wish to seek professional legal advice about your resignation process
How to Organize a Resignation Letter
Header: A resignation letter should begin with both you and the employer’s contact information (name, title, company name, address, phone number, email) followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.
Salutation: Address the resignation letter to your manager. Use his or her formal title (“Dear Mr./Mrs./Dr. XYZ)
Paragraph 1: State that you are resigning and include the date on which your resignation will be effective. Check your contract to see how much notice you are required to give your manager.
Paragraph 2: (Optional) If you want, you can say why you are leaving (i.e. you are beginning another job, you are going back to school, you are taking time off), but this is not necessary. If you do choose to say why you are leaving, be positive – focus on where you are going next, not on what you disliked about your current job.
Paragraph 3: (Optional) Unless you know you will be completely unavailable, say that you are willing to help with the transition that your leaving will cause.
Paragraph 5: (Optional) If you would like a letter of reference from your manager, you can ask for it here.
Paragraph 4: (Optional) Thank your manager for the opportunity to work for the company. If you had a particularly good experience, you can go into a bit more detail about what you appreciate about the job.
Close: Use a kind but formal signoff, such as “Sincerely” or “Yours Sincerely.”
Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.
Resignation Letter Template
Copy and paste the below text into a Word document or an email as the starting point for own letter.
[Your Street Address]
[Your City, State/Province, Country]
[Your Phone Number]
[Your Email Address]
[Employer Contact Name]
[Employer Company Name]
Dear [Employer Contact Name],[First paragraph: I am writing to provide you with my formal notice of resignation from The Company. My last day will be May 19, 2019, two weeks from today.] [Second paragraph: This was not an easy decision to make, and I appreciate your support over the course of my employment at The Company. I truly value the experience, training, and knowledge I gained over the past 5 years. It has been a pleasure working with you and the team].
Sincerely,[Image of Signature] [Your Name]
Sample Resignation Letter
Below is a sample of letter of resignation.
Example 1: Letter of Resignation Sample
18 Hillside Road, Accra
Ms. Joyce Michaels
15 Main St. Kumasi,
Please accept this letter as notice of my resignation from my position as staff accountant. My last day of employment will be [date].
I received an offer to serve as senior accountant of a Fortune 500 company, and after careful consideration, I realize that this opportunity is too exciting for me to decline.
It has been a pleasure working with you and your team over the last three years. One of the highlights of my career was collaborating with you to automate ABC Company’s accounting, financial and balance systems and setting up your accounting infrastructure. Your company is poised for continued growth and I wish you much success with your upcoming acquisition of XYZ Company.
I would like to help with the transition of my accounting duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement, and I will make certain that all reporting and records are updated before my last day of work.
Joyce, thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can email me anytime at [email protected] or call me at 2330048755.
Example 1: Letter of Resignation Sample
18 Hillside Road, Accra
Ms. Fran Braden
16 Kumasi Drive,
Dear Ms. Fran Braden,
I’m writing to give my formal notice that I’ll be leaving my role as Office Manager for Larry and Keets Financial Partners on July 31.
I’ve recently received an offer to serve as an executive assistant at a small startup, and after careful consideration I’m excited to explore this new path in my career journey.
I’m incredibly grateful for the opportunities I’ve been provided working on the Operations team for the past four years. It’s been a wonderful experience to work for such a great company and help in solving Larry and Keets’ mission to provide better financial support for older employees.
Please let me know if I can be of any assistance during this transition. Thank you for all your guidance. I wish you all the best, and look forward to keeping in touch.