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Writing a letter of notice

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Writing a letter of notice
December 23, 2018 Wedding Anniversary Wishes No comments

Here are some samples to get you started on your resignation letter, that you're totally dying to leave, you'll need to write a resignation letter.

  • Creating and submitting a professional resignation letter can have a lasting effect on how you are viewed by past and future colleagues and employers.
  • Your resignation letter should be short and concise. Include the date of your last working day, your offer to assist with the transition and your gratitude for the opportunity with your soon-to-be former employer.
  • In your resignation letter, do not air your grievances or speak poorly about the company or co-workers. 

Resigning from a job, regardless of the pretenses, is a major life decision and should be taken seriously. Crafting and submitting a professional resignation letter is a key aspect of the resignation process and can leave a lasting impression on former and future employers. 

Pat Roque, career transformation coach at Rock on Success, described a job resignation letter as being a formal notification of your exit strategy. 

"It is a required document that becomes part of your employee records," Roque told Business News Daily. "Think of it as the last chapter of your story at your former company." 

Your letter should have a neutral tone that informs your employer that you are leaving and on what date, plus it should offer to assist in the transition to someone new and thank them for the time you were part of the team. Despite your feelings about your job or your boss, being professional, courteous, and helpful provides closure and a positive path forward. 

"Always keep the door open, because you never know when you may want to return or even work with other colleagues in a future role elsewhere," said Roque.

James Rice, head of digital marketing at WikiJob, said that although you will likely be expected to hand in a standard resignation letter, it is usually best to schedule a meeting with your boss to personally give them the letter and discuss your resignation in person. 

What your resignation letter should say

Although the specific contents of your job resignation letter can be tailored to your job and company, there are a few basic elements that should always be included. Regardless of the circumstances, keep it simple and concise. 

Roque suggested including the following elements: 

  • Your end date. Provide your official end date, ideally at least two weeks in advance.
  • Help with the transition. Express your commitment to ensuring a smooth and easy transition, including availability to discuss your workload and status updates with your manager or successor.
  • Gratitude for the opportunity. Find something nice to say, regardless of any differences you may have with a bossy colleague or how toxic the job may have become.
  • Request for instructions (optional). If you aren't yet aware of the exit protocol at your company, request specific instructions about final work commitments and such. Some companies will ask you to leave immediately, while others will have you very involved in a transition over the two-week period, or they may ask you to work from home and see HR to return your laptop on your last official day. 

Alex Twersky, co-founder of Resume Deli, added that offering to assist in training a replacement, preparing the team for your departure and expressing gratitude are important elements of a job resignation letter. 

"Conjure up ... the best time at your job and have that image top of mind when you write your resignation letter," said Twersky. "Let your boss think they were great, even if they weren't. [You might] get a good recommendation out of it."

What your resignation letter shouldn't say

Just as important as knowing what to say in a resignation letter, is knowing what not to say. Many resigning employees make the mistake of including too many personal details and emotional statements in their official letters. 

When you are writing an official resignation letter, omit the following details: 

  • Why you are leaving. Although you may feel the need to explain away your reason for leaving, this is not necessary to include in your resignation Rice said you may believe that the new employer has a better product, service, working environment, salary or benefits package, but these are not things to state in your resignation letter. Keep your language professional and positive.
  • What you hated about the job. A resignation letter is not the place to air your grievances or speak poorly of your soon-to-be former company or co-workers. Roque said to let go of anger before submitting the letter. She also suggested having someone else review your letter before submission to ensure it is appropriately polite and succinct.
  • Emotional statements. Twersky stressed the importance of keeping a calm, professional tone in your letter. An aggressive or otherwise emotional letter will only come back to hurt you. Twersky said that, even if you are overworked and resentful, don't quit angry. Avoid using phrases like "I feel" or "I think," unless they are followed up by positive statements. 

When writing your letter, try not to burn your bridges as you may need them in the future. 

"Your employers may be providing you with a reference, or if you are staying in the same field, you may still network in the same circles or want to return in the future," said Rice. "It is always good to keep in touch with your old colleagues and with social networks like LinkedIn, it may be hard to avoid them." 

These are also good tips to keep in mind when you have the conversation informing your supervisor or manager that you are leaving. Short and simple is fine; there is no reason to explain your reasons if you don't want to. Just stay polite, respectful and professional throughout the discussion.

Sample resignation letter

Based on advice from our experts, here is an all-purpose resignation letter template you can fill in with your personal details. Remember, you are not required to include your reason for resigning in your letter. 

[Current date]

Dear [supervisor's name],

Please accept this letter as my formal resignation from my role as [title]. My last day with [company] will be [end date].

To ease the transition after my departure, I am happy to assist you with any training tasks during my final weeks on the job. I intend to leave thorough instructions and up-to-date records for my replacement.

I would like to take this opportunity to thank you for the knowledge and experience I have gained by working here. I am very grateful for the time I have spent on our team and the professional relationships I've built. It's been a pleasure working for you, and I hope our paths will cross again in the future.

Sincerely,

[Your signature and printed name]

If you opt to provide a reason for leaving, either in your letter or during the conversation with your employer, be clear and positive, focusing on what you are gaining from the change and not the circumstances that caused it. Always maintain your professionalism and keep things formal. 

"Remember that people leave their jobs every day, and your manager will be used to the process," said Rice. "If you are courteous and thoughtful when resigning from your job, you will make the process easier for everyone and set yourself on the right path for future success." 

Additional reporting by Nicole Fallon and Marci Martin. Some source interviews were conducted for a previous version of this article.

Your resignation letter will get added to your employment file. Make sure it doesn' t say anything about you that you don't want it to say.

Resignation letters

writing a letter of notice

Quitting a job is never easy.

It’s almost like breaking up with someone - there are plenty of good memories, you learned a lot, but ultimately, it’s time to move on when it’s time to move on. 

Breakups can be messy. They involve a lot of crying and “it’s not you, it’s me”’s.

However, when it’s time for you to quit a job, there is no added emotional hassle (thank god).

Instead, you must write a letter of resignation. And it must be classy and professional, too.

Yes, even if your boss was Satan. Or worse, Michael Scott.

Among other things, you want to make sure you stay friends with your employers after you quit to get those valuable future references.

In this article, we’ll show you: 

1) Why writing a letter of resignation is so important

4) How to structure a formal letter of resignation [with an example]

3) Ready, fill-in-the-blank free samples for:

  • Letter of resignation to your supervisor
  • Letter of resignation to the board
  • Immediate/short notice letter of resignation
  • Emailing your letter of resignation

4) How to submit the resignation letter

Why Writing a Letter of Resignation Matters

A resignation letter is a legal document where you announce your intent to leave your current position within a company. It gives your employer formal proof that you want to resign and a traceable record that the conversation happened. 

I’m sure you’ve seen many movies where the protagonist barges in the office of his supervisor and yells: “That’s it, I quit!” Then, everybody claps, as the protagonist takes his wife and kids to live in some sort of ranch or camping in Hawaii or something. 

While that’s going on, all I can think about is: “He’s in so much legal trouble!”

Although that looks pretty cool, in real life, quitting is much less glamorous and I advise you to virtually do the opposite of the cool movie guy. 

You should give at least a two-weeks notice period (for some employers, this can be way longer) when you leave a job and make sure you end things on a good note

Let me tell you why:

When you leave a company, you are entitled to certain employment-related benefits, like severance pay, pension benefits, or overtime pay. You can only get them, however, if you hand in your resignation prior to your departure and within the contracted notice period. 

Check your company policy in the employee handbook or your employment contract for the exact benefits and the exact time-frame, because they may vary.

Also, you want to be helpful with the transition of responsibilities and daily duties, so that no information is lost or misinterpreted after you leave. At the end of the day, someone else will take your position: this could be an internal employee or they could hire someone else. 

Whichever the case, your team members need to know your exact duties and responsibilities, so almost no knowledge is lost in the process. The next guy/gal shouldn’t have a hard time figuring out what they’re supposed to do.

Essentially, those two weeks are when you pass the crown and make life easier for the person that will take your job.On top of that, you want to maintain a positive relationship with this employee so that you can use them as a reference in the future.

This might be the only case when still being friends after the “breakup” is okay.

Now, let’s do a small recap:

  • It’s best to have your resignation letter prepared before you have your cool “I quit” moment. 
  • Print it out the day you decide to communicate your resignation to your boss.
  • Your two-week countdown starts the moment you hand in the resignation letter.

How to Write a Letter of Resignation [+ Example]

A letter of resignation looks like any other official letter. 

The contents of it are pretty straightforward:

You open with your personal information (name, last name, email, etc.), the date, the manager’s personal information, and a formal greeting. If you forget to date your letter of resignation, all legal benefits of this written record can be open to dispute.

There are three main paragraphs in the body of the letter and each one serves a separate purpose:

  • The first one informs the supervisor that you’re resigning. 
  • The second expresses gratitude for the experience.
  • The third and last paragraph offers your cooperation with the passage of duties & responsibilities.

And then you sign off with a formal greeting.

Here’s what to include in each section of your letter of resignation (with examples):

1) Letterhead: 

  • Personal details 
  • Date
  • Manager details

Meagan Brown, Sales Manager at ABC Ventures

08/31/2019

To:

John Green

Senior Sales Manager

ABC Ventures

2) Opening greeting

Dear John, 

3) First paragraph: 

  • Express that you’re resigning from your current position
  • Mention the date again. 

Through this letter, I hereby announce my resignation from the position of Sales Manager for ABC Ventures, effective September 14, 2019.

4) Second paragraph:

  • Say something nice about your experience in the job or the company. The more of a personal touch you can add, the better the impression you’ll leave.
  • Thank your boss and the organization you worked for.

It has been a pleasure working with you and the entire ABC Ventures Sales team for the past five years. In my time here, I have grown professionally and made life-long friends. In particular, I would like to thank you for providing me with a rewarding learning experience and a warm working environment during my time at ABC.

5) Third paragraph:

  • Volunteer to make the transition of responsibilities as smooth and simple as possible
  • Offer your help.

You have my full commitment and cooperation for a smooth transition of responsibilities. Please let me know how I can be of further assistance.

6) Closing salutation, with your typed name and optional signature.

Sincerely,

Meagan Brown

[optional signature]

Here’s how this resignation letter would look like in its entirety:

CREATE YOUR RESIGNATION LETTER NOW

You see how short and to the point this example letter is. Anything more than half a page is too much information.

There’s nothing fancy expected from you in a letter of resignation except to be professional

You don’t have to explain why you’re leaving or justify your decision. 

Follow this simple structure and you’re good to go!

4+ Resignation Letter Samples You Can Use Right Now

If that wasn’t easy enough, we have created four free, easy to use templates for you. 

Simply fill in the blanks and hand your resignation in.

Feel free to skip through them to see which one applies to you.

Letter of Resignation to Your Supervisor

A letter of resignation to your supervisor or manager looks just like the one Meagan wrote to her boss in the previous section.

Simply fill in the black with your information and hit the Print button.

Letter of Resignation to Your Supervisor

[YourName] [YourLastname], [YourPosition], [Company]

[The date you are submitting the letter]

To:

[Supervisor Name] [Supervisor Lastname]

[Supervisor Title]

[Company]

Dear [Supervisor Name or Mr./Mrs. Last Name]*,

Through this letter, I hereby announce my resignation from the position of [Your position] for [Company], effective [Today’s date] 

It has been a pleasure working with you and the entire [company name] [department name] team for the past [timeframe you’ve been at the job]. In my time here, I have grown professionally and [something nice about the job]. In particular, I would like to thank you for [something your boss helped you with] during my time at [company].

You have my full commitment and cooperation for a smooth transition of responsibilities. Please let me know how I can be of further assistance.

Sincerely,

[Your name] [Your last name]

[signature]

*depending on what they preferred to be referred to

Letter of Resignation to the Board

If you have been a member of a board and you answered only to the CEO himself (and other board members), you have to let them know of your departure.

Be professional, open, and give a short, not too in-depth reasoning for your resignation. 

Here’s a good sample you can fill in:

Letter of Resignation to the Board

[YourName] [YourLastname], [YourPosition], [Organization]]

[The date you are submitting the letter]

To:

[Board Director Name] [Board Director Lastname]

Director

[Organization]

Dear [Board Director Name or Mr./Mrs. Last Name],

Through this letter, I hereby announce my resignation from the position of [Your position on the Board] on the [Organization / Board Name], effective [Today’s date] due to [Short reasoning for why you’re leaving the board]*

It has been a pleasure working with you and the entire [company name] board for the past [timeframe you’ve been a part of the board]. I am proud of all we have accomplished, and I am certain more successes will follow in the future.

Please let me know if I can be of assistance during the transitory period.

Sincerely,

[Your Name] [Your last name]

[signature]

*Examples: 

  • A family situation that needs my attention
  • An overwhelming amount of responsibilities that need my attention
  • Health-related reasons

Immediate/Short Notice Letter of Resignation

In this case, maybe you forgot there was a two-weeks notice. Or maybe, you weren’t aware that the contracted period was longer than you thought, or you just received an urgent offer you just can’t refuse.

And to that we say:

Didn’t you read the beginning of this post? It’s important.

But you might have found yourself in the middle of an unavoidable, unpredictable situation that requires you to quit your job within a shorter time frame.

You still need to write a resignation letter, and we have just the sample for you: 

Immediate/Short Notice Letter of Resignation

[YourName] [YourLastname], [YourPosition], [Company]

[The date you are submitting the letter]

To:

[Supervisor Name] [Supervisor Lastname]

[Supervisor Title]

[Company]

Dear [Supervisor Name or Mr./Mrs. Last Name]*,

Through this letter, I hereby announce my resignation from the position of [Your position] for [Company]. My last day of work will be [insert day of departure]. I understand that handing in my resignation to allow for a [contracted period] notice is customary, but due to circumstances not under my control, I have to depart sooner.

It has been a pleasure working with you and the entire [company name] [department name] team for the past [timeframe you’ve been at the jon]. In my time here, I have grown professionally and [something nice about the job]. In particular, I would like to thank you for [something your boss helped you with] during my time at [company].

You have my full commitment and cooperation for a smooth transition of responsibilities within the timeframe.* 

Sincerely,

[Your name] [Your last name]

[signature]

*If the resignation is immediate and you intend to leave that same day, omit this part, or express that you’ll be able to help remotely instead.

Emailing Your Letter of Resignation

You will usually email your letter of resignation right after you’ve told your boss in person, or, in extreme cases, you’re just breaking it to him for the first time.

In both cases, attach the letter of resignation as a document in the email following one of the samples we provided you with.

Here’s how to write the contents of the email you are attaching the letter of resignation to:

If you’ve already verbally communicated your resignation

Email subject: Resignation Letter - Your Name & Last Name 

Email contents:

Dear [Supervisor Name or Mr./Mrs. Last Name]*,

Please find my formal letter of resignation attached to this email.

Let me know how I can be of further help.

Best regards,

[Your Name] [Your last name]

If you’re just letting your supervisor know:

Email subject: Resignation - Your Name & Last Name 

Email contents:

Dear [Supervisor Name or Mr./Mrs. Last Name]*,

Through the contents of this email, I am informing you of my resignation. My last day of work will be [insert day of departure]. I greatly apologize I can’t inform you in person, but it is due to circumstances beyond my control.

Please find my formal letter of resignation attached to this email.

Let me know how I can be of further help.

Best regards,

[Your Name] [Your last name]

How to Submit Your Letter of Resignation

Now that you have your resignation letter ready to go, you’re probably worrying about how your manager is going to take it.

Here’s the thing:

Any good manager will understand that having staff leave is simply part of doing business. 

Yes, you may have a great relationship with your supervisor, and if you go about submitting your resignation in the right way, you can preserve that relationship

If you know your manager is very busy or is having a rough day, hold off on your resignation. You want to make sure the situation is appropriate.

Make sure to be considerate and always do it in person.

Never, ever, send an e-mail or hard-copy letter (or God forbid, a text) without verbally notifying them in person first. 

However, circumstances beyond our control may arise where you’d have to quit remotely. This is not a general best practice, but we’ve provided you with a sample above just in case. 

Once you’ve had that conversation, either send your letter to your manager by email (with the current date on it) or print a hard copy for him/her and hand it in when you tell him/her the news.

If you really want to go the extra mile with your professionalism: 

Consider providing more time than the minimum notice period required. 

Giving your manager extra time to make arrangements for a replacement shows courtesy and respect, especially if you are in a senior role.

Be professional, thankful, and humble in person as well. After all, not every breakup has to be painful. 

One last thing:

Try to hide your excitement. No smiling cheek to cheek like you’re about to escape hell, even if that’s the case.

Two more weeks! You can do it!

Key Takeaways

Let’s sum up everything we learned in this post:

  • A letter of resignation is a formal legal document that lets your employer know you have decided to leave the job.
  • Give two weeks notice to your boss. If you want to go the extra mile, make it a month or more.
  • Include the contact information of both your supervisor and yourself in the resignation letter. You don’t have to explain the reason you are leaving. Be short (usually not more than half a page) and professional.
  • Express gratitude for the experience and offer to help while they find a replacement for you.
  • Always try to resign in person and at an appropriate time.

Now that we’ve explained all you need to know about writing a resignation letter, it’s time to get started. Want your letter of resignation to look as professional as it can be? Try one of Novorésumé templates.

Create Your Resignation Letter

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With gratitude closing

How to Write a Job Resignation Letter

writing a letter of notice

So, you’ve decided to move on from your current role and take the next step in your career. Congratulations! Making a job change is exciting, but it also requires care and consideration. After all, you don’t want to ruin your chance of a positive reference down the line!

First, you need to sit down with your boss for a one-on-one chat. This is the time when you tell them you’re leaving and give your notice. A simple, positive statement will do: “I’ve really enjoyed working here, and have learned a lot, however I’ve decided that it’s time to move on.”

The next step is writing a letter of resignation. Not only should you always put your resignation in writing, but you should always keep a copy of the letter for yourself. Your letter needs to provide the date of your last day of employment, so check your contract to make sure you’re giving the right amount of notice. You should resist any urge to be negative, and instead reflect gratitude and the reason that you’re leaving.

To help you do this, we’ve developed a free resignation letter template which you simply need to add your details to. Download it here. 

                                                           

 

A gracious resignation letter protects your relationship with colleagues as you move through your industry. Learn how to write a professional.

How to Write a Resignation Letter (With Samples and Tips)

writing a letter of notice

All good things must come to an end, and all bad things must come to an end quickly.

If you’re stuck at a job that doesn’t appreciate you for your skills and work ethic, or if you’re ready to take the plunge into a different career path, it’s time to write a resignation letter, which is just one of the many types of business letters.

But first, why is it important to write one? You are quitting, after all. Who needs ‘em!?

Just to be safe, I recommend writing a resignation letter no matter how formal or informal the job was.

My first job was as a hostess at a Mexican restaurant. I was 16 and picked up the role for some extra summer cash. Once the school year began, I became too busy with after-school theatre rehearsals and had to let go of my commitments to the restaurant and its customers.

My parents had me write and turn in a two-weeks notice letter. I had chosen to leave the company on my own volition and wanted to make sure we maintained a good relationship. As a teenager, I knew it was important to have viable references on my resume. Not only was a letter of resignation good professional practice, but it meant my hard-earned connections would be more likely to speak positively of my performance later on.

How to write a resignation letter

  1. Clearly state your objective in an introduction
  2. Communicate your final date of employment
  3. Offer a reason for your leave (optional)
  4. Offer to help train colleagues or otherwise ease the transition
  5. Give thanks for the opportunity and include a polite outro
  6. Include your signature at the end

I went on to work at Sonic Drive-Thru the next summer (no, I did not rollerblade), and believe you me, that reference really meant something to my new manager.

The two-week notice rule is not always best practice for employees who are being mistreated. If you’re leaving a company that has not cared for your well-being, it’s likely your resignation will be immediate.

This is something worth thinking long and hard about. Do you need that reference later on? Or do you have a new job lined up and you’re all ready to walk out the door? While hate-quitting can feel great in the moment, you’re the only one who can judge whether it would come back to haunt you or not.

Either way, a letter is a good idea. It serves as an in-writing notice of why you are leaving and can also protect you in the event of untrue accusations or in the future when recruiting teams may reach out to use a previous company as a reference. I do not hope for this situation for anyone (I’ve certainly had my own negative experiences in a toxic work environment), but I know it happens, and it’s better to be prepared than penitent.

How to write a resignation letter

So, if you’re ready to leave that old nine-to-five (or any other combination of hours; I understand the hustle takes many forms) behind, grab a cold brew or a glass of wine (depending on the circumstances) and learn how to resign with dignity.

Introduction or opening statements

Any letter of resignation should begin with the date written and address of the company at hand. The date in which the letter is written is especially important, as you’ll be including your final date of employment in this letter later on.

Having the date written listed at the top of your resignation letter serves as a reliable reference for when you notified management of this change. Should there be any unfortunate discrepancies about when your last day is, you can reference the letter as proof of your due diligence.

If you are writing a resignation email, the timestamp is already included. However, if you want the date to stand out as an important aspect of your resignation, feel free to include it in the body of the email.

It is also recommended to include the name and address of the company in the header, regardless of whether it is an email or hardcopy.

You are most likely handing this letter directly to the related personnel, so it can feel silly to include a mailing address. The address is a time-honored tradition of resignation letters that also serves to specify exactly which company you are leaving. Again, when it comes to leaving an organization, better to be specific than sorry.

When beginning a letter of resignation, keep things formal, yet amicable. Even though you’re quitting, your letter of resignation can still sound like it’s coming from you.

Begin with a “Dear Mr./Ms./Mrs. BOSS NAME,” “Dear COMPANY NAME,” or even a, “To whom it may concern,” if you’re not sure who will be handling the letter.

If you know your boss or manager well, refer to them by their first name instead of their last.

State your objective

With a resignation letter, you’ll need to get right to the point. The first paragraph should clearly denote that you are leaving the organization.

Here are a few examples of how you can quickly and clearly state your objective:

  • “I am writing today to inform you of my resignation as project manager at Logistics Company.”
  • “It is with sorrow and gratitude that I submit my resignation as project manager at Logistics Company.”
  • “This letter serves as my formal resignation from Logistics Company.”

It will probably feel unnatural writing a sentence this blunt and straightforward. You would never speak to a friend or family member this formally. However, it’s important not to mince words.

If you’ve come to the decision that you are leaving and cannot be convinced otherwise, your letter should make that clear. Otherwise, there may be some confusion as management tries to drum up ways to keep you around.

If it’s a higher salary or promotion you desire, you should have that conversation with your boss prior to a letter of resignation. Only submit a letter of resignation when you’re certain you’re ready to move on to other opportunities.

Set a date in your resignation letter

After notifying management of your leave, you’ll need to clarify your final date of employment. The standard notice for most organizations is two weeks, or more depending on special circumstances. For example, if you’re in the middle of a long project, you may tell management you’ll stay with them to finish it out.

If, for some reason, you need to quit prior to two weeks in advance, outline that reason here. You don’t have to go into great detail. If, for example, you need to leave to care for an ailing relative, that’s private information that you don’t have to explicitly say. You could instead choose to tell your boss you are leaving prior to the standard two-week notice due to unforeseen emergency circumstances.

Regardless of the length of your notice, be sure to include an exact date for when your employment will end.

Providing this final date is important for many reasons. For one, it’s another way to definitively communicate to your management team that you are leaving. For another, it allows management to better prepare for your absence. With an exact date in mind, they can understand what work is possible to accomplish, and what all will remain after you’re gone.

Optional: Offer a reason for your resignation

If you’ve worked at a company for six years or so, it’s possible your managers and co-workers are more than just that. Perhaps they’re your friends, or they’ve watched your kids, or you co-own a sailboat (weirder things have happened).

If you want to let them know what your next steps in life are, include that in this next portion of your letter of resignation. Humans long for closure, and stating why you’re leaving lets your managers know if the working relationship is ending on a good note.

Some examples of ways to describe the next phase of your life are as follows:

  • “Although I regret to leave this company, I look forward to my graduate program in finances at UNIVERSITY NAME.”
  • “I feel it is best for my family and myself to accept my recent job offer out of state.”
  • “After many enjoyable years at CURRENT COMPANY, I am leaving to pursue a full-time career in music."

Ideally, your company cares about you and is happy that you are taking your next steps in life. A corporation is not a person, so remember that quitting is not the same as a break-up. It’s easy to feel guilty leaving behind the projects you were passionate about and the people you grew to love. At the end of the day, however, we have to take care of our own best interests.

If the working relationship is not ending on a good note, you may choose not to go into extensive detail. That information may be better suited for an exit interview.

Some examples of ways you can communicate your leave without excessive detail are as follows:

  • “After much consideration, I’ve decided to resign.”
  • “For personal reasons, I have decided to leave my position at COMPANY NAME.”
  • “Due to unforeseen circumstances, I will no longer be at COMPANY NAME.”

Everyone’s relationship with co-workers and management is different, so adjust your letter of resignation accordingly.

Offer to ease the transition

You do a lot for your company. When you’re gone, there will undoubtedly be a gap where your hard work once was. Although it’s not your responsibility to worry about the company after you’re gone, it’s a nice gesture to offer some help with the transition throughout the duration of your notice.

If the company is planning to hire a replacement, this offer might be impossible. The hiring process can take weeks to months, and you’re not going to stick around for that long.

But, if there are other employees on the team who could reasonably perform your job or parts of your job, managers may appreciate an offer to spend some of your final days at the company training those colleagues.

Offers to help train employees or otherwise aid in the transition could look as follows:

  • “I understand the effect my leave may have on the graphic design team and offer to train the junior designers in how to fulfill some of my more complex responsibilities.”
  • “I wish for the company’s continued success upon my leave and will make myself available to train my colleagues in preparation for this transition.”

Again, this step is optional. It’s a gesture that shows you’re willing to go out of your way to help with the difficulty of your leave. This step is recommended mostly to employees whose roles are specific and whose skills are difficult to replace.

If you’re working part-time at a role with a high turnover rate, there are likely frequent training sessions already set in place. In that case, it is not your responsibility to help the company adjust to your absence.

Reflect on your time and give thanks

An integral part of a letter of resignation is this next section wherein you thank the company for all that it has done for you. Even in my role as a teenage hostess, I was grateful to that restaurant for helping a young high-schooler build her resume and skills.

Additionally, this part of the letter of resignation is great for maintaining that positive relationship we talked about. You get to reinforce your appreciation for the opportunity and end things on a good note, or, more literally, a good letter.

This section is an opportunity to get more specific with some of the things you have appreciated about this job. It also communicates to management that you’ve had a good experience and gleaned wisdom from the role.

Examples of ways to formally, yet genuinely, thank your manager or management team for the opportunity are as follows:

  • “I want to thank you and all of Logistics Company for the opportunity to work in a fast-paced, rapidly growing sales department. The experiences I had here have no doubt shaped me into an excellent communicator with improved critical thinking skills.”
  • “I have genuinely enjoyed my time at Logistics Company and I thank you for trusting me to lead the research team. Not only have my problem-solving skills improved, but you’ve also helped me hone my ability to ask for the necessary tools to succeed.”
  • “I am sincerely grateful for everything I’ve learned at Logistics Company. Most of all, I value the effort management exerts to ensure all employees are receiving proper training and abundant opportunities for professional development.”

Again, this section is not the place to air your list of complaints. Plus, with this screenshot-and-share internet and social media culture, you’ll want to be careful about what you put in writing. You do not want a moment of fury to be the letter that gets shared across all of Twitter, especially as you’re entering a difficult job market.

Regardless of your experience at work, it could make a huge difference in your professional relationship if you’re able to muster up some positive things to say about the role. At the end of the day, you never know when you’ll need to use a role, company, or manager as a reference to get another job.

Offer a polite outro

As with any essay or letter, you’ll want to end with a polite conclusion. This doesn’t have to be anything fancy or lengthy. It’s just a way of neatly wrapping up everything you’ve said.

If you had a closer relationship with your boss and/or colleagues, feel free to make this section slightly more personal. Keep it formal, though. Resignation letters are not the place to write an emotional poem regarding the way the sun shines into the kitchen on Taco Tuesday. Although, that would make for a great goodbye card.

Examples of ways to formally, yet politely, conclude your letter of resignation are as follows:

  • “I’m happy to discuss any additional questions or concerns you may have regarding my departure, and I am willing to hold off on telling other employees until you feel it is the right time.”
  • “Thank you again for all you’ve done for me over the course of my three years at Logistics Company. I hope to retain our amicable connection.”
  • “I extend my best wishes to you and everyone at Logistics Company as you continue to have a positive impact on consumers around the world.”

If you had previously offered to train colleagues or new employees, now would be an okay time to restate your intentions to do so.

Sign off at the end of the letter

This may seem obvious, but be sure to sign your name at the end.

This confirms you as the sender, confirms the end of your letter of resignation, and serves to make the letter more personal.

Be sure to end the letter with a closing greeting, such as, “sincerely,” “warmly,” “regards,” or something along those lines. The word you choose can, again, reflect the relationship you have with this company and its employees. 

Sample Resignation Letter

Should you need it, here is our example of a fully completed resignation letter: 

 

If this example doesn't work for you, or if you'd simply like to see what other options are out there, try taking a look at the following links for more visuals and inspiration: 

Resignation Letter Template

Looking for a starting point to write your resignation letter? We've put together this handy pre-written resignation letter template for you to download and use with your employer.

Move on to Bigger and Better

Change is scary, and leaving a place you’re comfortable at, or maybe just comfortably provided for at, can be scary. We all know how hesitant Pam was to leave Scranton and follow Jim’s new startup in The Office. We grow roots, and they get harder and harder to dig up.

But change can be really, really good. So good that it just made a writer use the word “really” twice in a professional article. Change means new faces, new friends, and new opportunities to explore.

If you’re feeling like it’s time for something different, maybe lean into that feeling. Determine why you feel that way and if it’s time to pursue other interests. Then, when the time is right and your path is moderately laid out (it will never be perfectly laid out), write up one of these letters of resignation.

Am I encouraging everyone reading this to up and quit their jobs to pursue their bliss? Off the record, yes. On the record, no. I’m saying that you shouldn’t remain somewhere static simply because it’s comfortable.

If it’s time to go — and if you’re reading this far, it might be — you should be on your merry way.

And, just like that, you’re off to find the next best thing. 

Now that you've quit one job, you'll be needing another. For those looking for new opportunities, learn:

Once you've decided to resign from a job & you've worked out how much notice you're required to give, the next step is to put your resignation.

writing a letter of notice
Written by Shaktilar
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