How to Write a Letter of Resignation

Leaving a job? It's a big move. A well-written resignation letter is super important. It helps you keep good relationships with your old boss and coworkers. This guide will show you how to write one that's professional and clear, so you can leave smoothly.

Why is a Good Resignation Letter Important?

It's more than just a formality. It shows what kind of person you are.

• Keeps Things Positive: Leaving on good terms can help you later with jobs and references.
• Clear Record: It tells your boss when you're leaving. And why, if you want to say.
• Shows You're Professional: Even when you're leaving, you're still acting like a pro.
• Helps Them Plan: Your boss needs time to find someone to replace you.

What Should Be in Your Letter?

Here's what to include. Make sure it fits your situation.

1. Say You're Quitting – Clearly

Right away, say you're resigning. Don't beat around the bush. For example:

• "I'm writing to tell you I'm leaving my job as [Your Job Title] at [Company Name]."
• "Please take this as my notice that I'm resigning from [Your Job Title], and my last day will be [Your Last Day of Employment]."

Get straight to the point. No confusion!

2. Tell Them Your Last Day

Be clear about when you're leaving. Usually, two weeks' notice is good. Unless your contract says something else.

Like this:

"My last day will be [Date]."

Think about what's normal in your job field. Short notice can hurt your reputation.

3. Say "Thank You"

Thank them for the chance to work there. It's polite. Even if you're leaving for something better.

Examples:

• "I appreciate the chances I got while working at [Company Name]. I learned a lot."
• "Thanks for letting me work at [Company Name] for [Number] years. I valued my time there."

Be real. Mention something specific you liked. It makes it more personal.

4. Offer to Help

Say you'll help with the change. Like training someone new. Or writing down what you do. It shows you care.

Like this:

• "I'm happy to help make the change easy. Tell me how I can help train my replacement."
• "I want to make sure things go smoothly. I can write down my processes and train the new person."

Don't promise too much. Just offer what you can really do.

5. End on a Good Note

Say something nice at the end. Leaves a good impression.

For example:

• "I hope you and [Company Name] do well in the future."
• "I'd like to stay in touch. I wish you success."
• "Thanks again. I wish the company all the best."

Keep it short and professional. No need to get too emotional.

6. Sign It Right

Use a formal closing, such as:

• "Sincerely,"
• "Respectfully,"
• "Best regards,"

Then your name. Sign it if it's a paper letter. Just type your name if it's an email.

What Not to Say

Don't mess things up by including the wrong stuff.

• No Bad Comments: Don't say bad things about the company or your coworkers.
• Not Too Much Detail: Keep it short. No need to explain everything.
• No Crazy Requests: Don't ask for anything unreasonable.
• No Bad Language: Stay professional. No slang.
• Don't Burn Bridges: You might need a reference later. Be nice.

Template

Here's a template you can use:

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Employer's Name]
[Employer's Title]
[Company Name]
[Company Address]

Dear [Employer's Name],

I'm writing to tell you I'm leaving my job as [Your Job Title] at [Company Name]. My last day will be [Your Last Day of Employment].

I appreciate the chances I got while working at [Company Name]. I learned a lot.

I'm happy to help make the change easy. Tell me how I can help train my replacement.

I hope you and [Company Name] do well in the future.

Sincerely,

[Your Signature (if sending a physical letter)]

[Your Typed Name]

Example 1: Simple Letter

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

October 26, 2023

Jane Doe
Hiring Manager
Acme Corp
123 Main Street
Anytown, USA

Dear Ms. Doe,

I'm writing to tell you I'm leaving my job as Marketing Specialist at Acme Corp. My last day will be November 9, 2023.

Thanks for letting me work at Acme Corp for three years. I learned a lot about marketing. I appreciate the support from my coworkers.

I'm happy to help with the change. I can train my replacement.

I hope you and Acme Corp do well in the future.

Sincerely,

[Your Signature (if sending a physical letter)]

John Smith

Example 2: Saying Thanks for Something Specific

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

October 26, 2023

Jane Doe
Hiring Manager
Acme Corp
123 Main Street
Anytown, USA

Dear Ms. Doe,

I'm writing to tell you I'm leaving my job as Senior Software Engineer at Acme Corp. My last day will be November 9, 2023.

I'm thankful for the chance to work on the Project Phoenix thing. It was hard, but I learned a ton about making software. And the senior engineers helped me a lot.

I'm going to make sure things go smoothly. I'll write down what I'm working on.

I hope you and Acme Corp do great.

Sincerely,

[Your Signature (if sending a physical letter)]

Alice Johnson

Digital Letters

Sending it by email? Here's what to think about:

• Subject: Make it clear. Like "Resignation - [Your Name]".
• Format: Use good spelling and grammar.
• PDF: You can attach a PDF of your letter to make it look nicer.
• Confirm: Ask them to say they got it.

Legal Stuff

Some legal things to know:

• Your Contract: Check your work agreement for rules about quitting.
• State Laws: Know your state's laws about final paychecks and vacation time.
• Talk to a Lawyer: If you're worried about anything, ask a lawyer.

Getting Ready for Your Next Job

Leaving is just one step. Here's how to get ready for what's next:

• Update Your Resume: Make sure it's current.
• Network: Tell people you're looking for a job.
• Practice Interviewing: Get ready for common questions.
• Research: Learn about companies you might want to work for.

In Conclusion

Knowing how to write a good resignation letter is a must. It helps you leave well and keep good relationships. Be clear, thankful, and professional. It shows you're a pro and sets you up for a great future. Think about your letter so you leave in the best way. Think about the good stuff and say thanks for the chances you had. This will help you keep strong relationships and make a good impression, even when you're moving on.