How To Write A Resignation Letter In 2023 (With Templates And Samples!)

Society 13 Mins Read Nabamita Sinha 01 Oct 2023
Write A Resignation Letter

Well, now that you have decided it’s time for you to move on from your present company, it’s time for you to look for another job. But the only thing that stands between you and your new job is a proper resignation letter. 

Although this is not the only thing that you need to do if you wanna quit your job, there is the dreaded “I quit conversation” with your boss, along with giving your two weeks’ notice. But giving a resignation letter is an official and formal way to submit it to the HR department of your present company.

A resignation letter is a formal way of leaving a company and moving forward, so you can now understand how important this letter is, and it is important to write it as precisely and perfectly as you can.

Now, if you are writing a resignation letter for the first time, then I am here to guide you through the whole process of writing a resignation letter. So now all you need to do is scroll down the article to learn more about writing a resignation letter. 

How To Write A Resignation Letter?

How To Write A Resignation Letter

If you wanna know how to write the perfect resignation letter, then here are the steps that you need to follow to write a resignation letter.

  1. Start with a proper greeting: “Address your resignation letter to your immediate supervisor or manager. Use their name and formal title, such as “Dear Dr.Johnson or Mr.Smith.”
  1. State your intention to resign: “Clearly state in the opening paragraph that you are resigning from your position. Be direct and to the point.”
  1. Provide the date of your last working day: “In the same paragraph, provide the date of your last working day. This will give your employer time to find a replacement or make other arrangements.”
  1. Offer to help with the transition: “In the next paragraph, offer to help with the transition process. This can include training your replacement or helping to wrap up any projects you are working on. This shows your employer that you are committed to making the transition as smooth as possible.”
  1. Thank your employer: “In the final paragraph, express your gratitude to your employer for the opportunity to work for the company. You can also mention any positive experiences or opportunities you had while working there.”
  1. Close with a professional sign-off: “End the letter with a professional sign-off, such as Sincerely or Best regards. Sign your name underneath the sign-off.”
  1. Proofread and edit: “Before sending the resignation letter, proofread it carefully for grammar and spelling errors. Make sure the tone is professional and that there are no typos or mistakes.”
  1. Deliver the letter: “Print out the resignation letter and deliver it in person to your immediate supervisor or manager. If that’s not possible, email it to them and follow up with a phone call to confirm that they received it.”

What To Include?

What To Include

When you are writing a resignation letter, the main thing that you need to know is not to overcomplicate things in the letter. Here are a few basic things that you need to know about writing a resignation letter.

1. Your Resignation And Last Day

“There’s no need to sugarcoat or get creative in the beginning; just state the position you’re resigning from and the effective date. While you probably shared with your boss your reasons for leaving, you don’t need to describe them here – keeping it simple is perfectly fine.”

For example: 

‘Dear Jin,’

“This letter is to formally notify you that I’m resigning as a marketing analyst at Lemon Inc. My last day will be two weeks from today, Wednesday, July 21, 2023.”

2. The Thank You

“Next, it’s always a good idea to thank your employer for the opportunity, describing some of the key things you’ve enjoyed and learned on the job. And yes, this is true even if you’re beyond thrilled to be leaving. Remember – you don’t want to burn bridges, and wrapping up on a good note will leave a lasting and positive impression.”

For example: 

“Thank you so much for the opportunity to work here for the past 18 months. I’ve enjoyed getting to know you and the rest of the team and appreciate the opportunity to learn more about marketing strategy and audience analysis. I’m excited to take these skills with me as I pursue the next step of my career.”

3. The Handoff 

“State your willingness to help out with the transition. You don’t need to go into great detail (and definitely don’t promise anything you can’t deliver), but a couple of lines saying you’ll ensure a smooth wrap-up of your duties will show you’re in the game until the very end.”

“During the next two weeks, I’ll do everything possible to wrap up my duties and train other team members as needed. Please let me know if there’s anything else I can do to help out during the transition.”

4. The Conclusion

“Finally, wrap up the email professionally. Express that you still want the best for the company going forward, and let them know they can reach out now.”

“I wish the company continued success, and I hope to stay in touch in the future.

Sincerely,

Jaime Park.”

What Not To Include?

What Not To Include

When you are writing a resignation letter, there are certain things that you can’t include. If you wanna know what they are, then keep on scrolling.

  • “Details about why you’re leaving.”
  • “Details about where you’re going.”
  • “Complaints about the company, its employees, or its practices.”
  • “Step-by-step instructions on how to cover your job duties in your absence.”
  • “Rambling”

Resignation Letter Template

If you wanna look at a few resignation letter templates, then you can use these templates to formulate a resignation letter yourself. 

Template 1

(Your Name)

(Your Address)

(City, State ZIP Code)

(Email Address)

(Date)

(Supervisor’s Name)

(Job Title)

(Company Name)

(Address)

(City, State ZIP Code)

Dear (Supervisor’s Name),

“I am writing to inform you that I have decided to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I want to take this opportunity to thank you and the entire team for the valuable experience and support provided during my time at [Company Name]. It has been an honor to work with such a talented and dedicated group of individuals.

I am committed to ensuring a smooth transition and am willing to assist with the handover process in any way I can. Please let me know how I can best support the team during this time.

Thank you again for everything.”

Sincerely, 

(Your Name)

Template 2

(Your Name)

(Your Address)

(City, State ZIP Code)

(Email Address)

(Date)

(Supervisor’s Name)

(Job Title)

(Company Name)

(Address)

(City, State ZIP Code)

Dear (Supervisor’s Name),

“It is with regret that I am writing to inform you of my decision to resign from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I appreciate the opportunities and experiences that I have gained while working at [Company Name]. I am grateful for the support and encouragement provided by you and the entire team during my tenure.

Please let me know if there is anything I can do to ensure a smooth transition for my replacement. I am happy to assist in any way I can.

Thank you again for everything.”

Sincerely, 

(Your Name)

Template 3

(Your Name)

(Your Address)

(City, State ZIP Code)

(Email Address)

(Date)

(Supervisor’s Name)

(Job Title)

(Company Name)

(Address)

(City, State ZIP Code)

Dear (Supervisor’s Name),

“Please accept this letter as formal notification of my resignation from my position as [Job Title] at [Company Name]. My last day of work will be [Date].

I have enjoyed working with the team at [Company Name] and appreciate the opportunities provided during my time here. However, I have decided to pursue a new career opportunity that aligns with my personal and professional goals.

I am committed to ensuring a smooth transition and am available to assist in any way possible during the handover process. Please let me know how I can best support the team during this time.

Thank you again for everything.”

Sincerely,

(Your Name)

Template 4

(Your Name)

(Your Address)

(City, State ZIP Code)

(Email Address)

(Date)

(Supervisor’s Name)

(Job Title)

(Company Name)

(Address)

(City, State ZIP Code)

Dear (Supervisor’s Name),

“Please accept this letter as formal notification that I am resigning from my position as a (position title) with (Company Name). My last day will be (your last day – usually at least two weeks from the date you give notice).

Thank you so much for the opportunity to work in this position for the past (amount of time you’ve been in the role). I’ve greatly enjoyed and enjoyed and appreciated the opportunities I’ve had to (a few of your favorite job responsibilities). I’ve learned (a few specific things you’ve learned on the job), all of which I will take with me throughout my career.

During my last two weeks, I’ll do everything possible to wrap up my duties and train other team members. Please let me know if there’s anything else I can do to help during the transition.”

“I wish the company continued success, and I hope to stay in touch in the future.”

Sincerely,

(Your Name)

Template 5

(Your Name)

(Your Address)

(City, State ZIP Code)

(Email Address)

(Date)

(Supervisor’s Name)

(Job Title)

(Company Name)

(Address)

(City, State ZIP Code)

Dear (Supervisor’s Name),

“As we discussed earlier, I’m resigning from my position as (title). My last day will be (date), which is (X) weeks from now.”

“This was not an easy decision, but as you know, I’ve long wanted to make my transition into (new field/industry), so I’m leaving for a role that will allow me to take my career in that direction.”

“I’ve really enjoyed my time working at (company) and on this team. I’ve learned a lot that I will take into my next position. Thank you for your support and for the opportunities you’ve given me over the last (X) years.”

“(You might add some specifics here about projects that you were excited to work on or other accomplishments you’re proud of. For example, “During my time here, I especially enjoyed collaborating with the analytics team, sales, and marketing to launch the latest iteration of our flagship product.” or “The past 6 years have been a phenomenal experience for me. It’s been a pleasure to manage the company’s most profitable portfolio, exceeding our targets every year.”)”

“I’m committed to making the transition as smooth as possible and would like to meet with you to discuss some initial ideas for how to hand off my projects and responsibilities.”

“I wish you and the team continued success and hope to keep in touch.”

“Thanks for everything,

(Your name).”

Resignation Letter Tips

When you are writing a resignation letter, there are a few things that you need to know and be careful of while writing the letter. So here are a few tips that I can gove you while you are writing a resignation letter for yourself. 

1. Be Clear And Concise

Be Clear And Concise

“Your resignation letter should be concise and clear. You should start by clearly stating that you are resigning and the date of your last day of work.” 

“Keep in mind that your employer may need time to find a replacement for your role, so it’s essential to give them ample notice. Generally, two weeks notice is considered standard, but you may want to give more notice if you have a particularly important or senior role.”

2. Keep It Professional 

Keep It Professional

“While it may be tempting to vent your frustrations or grievances in your resignation letter, it’s essential to keep it professional.” 

“Your resignation letter should be polite and respectful, even if you are leaving because of problems with your employer or colleagues. You don’t want to burn any bridges or damage your reputation, so make sure your letter is professional and polite.”

3. Express Gratitude

Express Gratitude

“If you have had a positive experience with your employer or colleagues, it’s important to express your gratitude in your resignation letter.” 

“Thank them for the opportunities they have given you and the experiences you have had while working for them. Even if you are leaving because of problems or issues, it’s still essential to be gracious and polite.”

4. Offer To Help With The Transition

Offer To Help With The Transition

“If possible, offer to help with the transition. This could include training your replacement, be creating handover notes or documentation, or providing a detailed update on your current projects and responsibilities.” 

“Offering to help with the transition shows that you are committed to ensuring a smooth handover and that you care about your employer and colleagues.”

5. Address To Your Immediate Supervisor Or Manager

Address To Your Immediate Supervisor Or Manager

“This will ensure that your resignation is handled appropriately and professionally. Additionally, it will show that you respect your supervisor or manager and that you have given them the courtesy of being the first to know about your resignation.” 

“By doing so, you can maintain a positive relationship with your employer and potentially secure a good reference for future employment.”

6. Keep Your Reasons For Resigning Vague

Keep Your Reasons For Resigning Vague

“This can help prevent any potential conflict and keep your resignation letter professional. When writing your resignation letter, you want to avoid any negative or drama, which could affect your professional reputation.” 

“Therefore, it’s better to keep your reasons for leaving brief and to the point. If you do wish to elaborate, you can do so during an exit interview or in person.”

7. Offer To Help With The Transition

“This demonstrates your commitment to your employer and can help ensure a smooth transition out of your role. By offering to assist with the transition process, you show that you care about your employer, colleagues, and the work you’ve done.” 

“This can go a long way in maintaining a positive professional relationship with your employer and potentially open up future opportunities.” 

“Additionally, it can help you leave on good terms and ensure that your replacement has the necessary tools and resources to succeed in the role.”

8. Keep A Copy For Your Records

Keep A Copy For Your Records

“This can be helpful in case of any future issues or questions and is a good record to have for your own files. It’s important to keep a copy of your resignation letter for your own records in case there are any questions or issues that arise after you’ve left your position.”

“This can include things like proof of your notice period, details of your final salary or bonuses, and any agreements or promises made by your employer.” 

“Having a copy of your resignation letter can also help you remember key details and reflect on your career growth and experiences.”

9. Be Prepared For A Counteroffer

Be Prepared For A Counteroffer

“While tempting, it’s important to weigh your reasons for leaving against any potential counteroffer to ensure you’re making the best decision for your career.” 

“A counteroffer can be an attractive proposition, but it’s important to consider why you’re leaving in the first place. If the issues you’re experiencing are non-monetary, a counteroffer may not solve the underlying problem.” 

“Additionally, accepting a counteroffer can sometimes cause resentment or a lack of trust from your employer, as they may question your loyalty.”

Examples Of Resignation Letters

Before you start writing a resignation letter, here are a few great examples of resignation letters that you can go through to understand exactly how you have to write a resignation letter. 

So now all you need to do is keep on scrolling to look at these two examples of resignation letters. 

Example 1.

Dear Don,

“Please accept this letter as formal notification that I am resigning from my position as an account executive with Marketing Media. My last day will be Thursday, March 2.” 

“Thank you so much for the opportunity to work in this position for the past six years. I’ve greatly enjoyed and appreciated the opportunities I’ve had to grow our sales team and pipeline, be a part of creating a great product, and work with my colleagues. I’ve learned so much about marketing strategy and the digital media space, which I will certainly take with me throughout my career.”

“I’ll do everything possible to wrap up my duties and train other team members over the next two weeks. Please let me know if there’s anything else I can do to help during this transition.”

“I wish the company continued success and I hope to stay in touch in the future.”

Sincerely, 

Anne Acharya.

Example 2. 

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 Partner on July 31.”

“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 Keet’s 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.”

Sincerely, 

Jorge Gonzales.

Wrapping Up!

Well, there you go; if you go through all these steps, then you will be able to write a perfect resignation letter for yourself. 

Even if you know that these resignation letters are just going to get stuffed inside your HR file, never to be seen again, before that happens, two things are sure to happen, they are: Firstly, seeing this well structured resignation letter your boss is going to be impressed by it. 

Secondly, if you ever decide to come back to the company then you can leave on a good note. 

So now if you think that this article was quite informative and helpful for your understanding of the article then all you need to do is give this article a like and comment down below. 

More Resources:

Nabamita Sinha loves to write about lifestyle and pop-culture. In her free time, she loves to watch movies and TV series and experiment with food. Her favorite niche topics are fashion, lifestyle, travel, and gossip content. Her style of writing is creative and quirky.

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