Resignation Letter: Quick Summary
A resignation letter is a letter you send to your employer to formally document your departure from the position. Usually, it’s best to inform your supervisor about your decision in person before sending the letter. These letters should be short and to the point, and they should include when your last day on the job will be.
Resignation Letter: Table of Contents
First Things First: Talk To Your Boss in Person
Do I Have To Write a Resignation Letter?
First Things First: Talk To Your Boss in Person
If you desire to maintain a level of professionalism, then you should know that writing and sending a resignation letter is not the first step; instead, informing your boss or supervisor in person should be prioritized.
Yes, we know. Just the thought of having that conversation is enough to make some of you sweat with worry, but it’s what ought to be done. Besides, quitting jobs is a normal part of life. It’s extremely rare to find yourself in a situation where you’re expected to stay in one position for the rest of your life. More often than not, your boss will not take your departure personally.
The way you go about resigning in person and then turning in the resignation letter depends on you and the company. You can inform your boss in person and then immediately hand in the letter, or you can hand in or email the letter at a later time.
Now that you know that you should resign in person first, you may be asking yourself, “Do I need to write a resignation letter?” The answer is, “it depends.” We’ll elaborate below.
Do I Have To Write a Resignation Letter?
Whether you have to write a resignation letter depends on where you work. Some companies require it, while others do not. If you’re not certain, you should inquire with the HR (Human Resources) department.
It’s always safer to write one when it’s not necessary, rather than skipping it when it’s actually expected.
Even if a company doesn’t specifically request a formal resignation letter, there are still advantages to writing one, as it:
- Creates a paper trail: Sending a resignation letter means there’s documentation that you gave notice and informed the company of your last day. If problems arise with your final check, it may be beneficial to have a copy of the letter.
- Safely documents why you’re leaving: Writing a resignation letter is a good way to ensure that no one obscures your departure in any way. In other words, someone who left on a bad note would not have taken the time to write a resignation letter.
- Helps ensure you maintain professional ties: If you write a resignation letter, that means you’re informing the company about your departure ahead of time. If you leave without sufficient notice, you will burn bridges and potentially damage your career.
How To Write a Resignation Letter in Five Easy Steps
Now that we’ve covered why writing a resignation letter is a good idea, let’s get to the good part: How to write a resignation letter.
As we’ve already stated, writing one of these letters is simple because resignation letters are brief by nature. There are only five steps you need to follow:
1. Address the letter as you would any other formal letter
As with any formal letter, you should address a resignation letter with your name, contact information, date, and then the recipient’s contact information. The letter should be addressed to either your immediate supervisor or the HR department.
This step is not necessary if you’re writing an email, but make sure to write a clear subject line.
2. Immediately state that you’re resigning and when your last day is.
Remember: keep it brief and direct. There’s no need for an elaborate introduction. Simply state that you’re resigning and when your last day is. You should also include the position and company you’re resigning from.
Dear Mrs. Lee,
As we discussed earlier, I am resigning from my position as senior analyst at Dumbledore Inc. My last day will be on Friday, August 18th, 2023, which is two weeks from now.
You do not need to go into detail about why you’re leaving or where you’re going afterward. This is better explained in person. However, if you’d like, you can include a line such as “I’m leaving to pursue an opportunity that aligns with my long-term career goals.”
3. Express gratitude
Take some time to say thank you, even if you’re excited to be leaving. Remember, the last thing you want to do is burn any professional bridges (you never know when you may need a reference letter or certificate of employment).
You can zero in on a project you enjoyed working on or describe some things you have learned.
I am truly grateful for the opportunity to have worked here for the last two years. My knowledge in this field has grown exponentially, and it is because of your guidance and expertise.
If your time at work was turbulent, you may want to consider skipping this part. It’s important to be honest. Besides, if your experience on the job was negative, your boss will be aware of this and see through any pretense.
4. State that you’ll help with the transition
Part of leaving on a positive note means helping with the transition. Explain what you’re doing to make the process as smooth as possible, like wrapping up all your unfinished work and being willing to help train anyone if necessary.
To ensure a smooth transition, I am committed to completing any pending projects, handing off any remaining responsibilities, and assisting in training any replacements, as per your instructions.
Don’t make any empty promises; only state what you’re willing and able to do.
5. Conclude your letter
The last step in writing a resignation letter is to conclude it professionally. Write one last positive sentiment, and then include a formal closing.
I wish you and the company continued success. Thanks for everything.
Best,
Luca Lemon
Avoid:
- Critiquing or providing feedback (save this for the exit interview or HR department)
- Excessive details about why you’re leaving or where you’re going
Resignation Letter Sample
Your final resignation letter should look something like this:
Luca Lemon
1234 Pepperhead Street
Anytown, FL 98765
987-654-3210
August 4th, 2023
Mrs. Becca Lee
Manager
Dumbledore, Inc.
000 Applesauce Street
Anytown, FL 98765
Dear Mrs. Lee,
As we discussed earlier, I am resigning from my position as senior analyst at Dumbledore Inc. My last day will be on Friday, August 18th, 2023, which is two weeks from now.
I am truly grateful for the opportunity to have worked here for the last two years. My knowledge in this field has grown exponentially, and it is because of your guidance and expertise.
To ensure a smooth transition, I am committed to completing any pending projects, handing off any remaining responsibilities, and assisting in training any replacements, as per your instructions.
I wish you and the company continued success. Thanks for everything.
Best,
Luca Lemon
Leaving a Lasting Impression With Your Immaculate Writing
The sample resignation letter shown above is simple and to the point. Feel free to add a few more sentences if you wish, but keep in mind that the letter should be transactional and therefore brief.
One last piece of advice: If you want to maintain a high professional standard until your last day at work, make sure your letter is free of any grammar, spelling, or punctuation errors. LanguageTool—an advanced, AI-powered writing assistant—can correct these mistakes, but it can also help you paraphrase sentences to ensure a high level of formality. It supports more than 30 languages, so you can resign professionally in any language.
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