How to Write a Resignation Letter [Samples, Free Template]

November 13, 2020
In Resumes & Cover Letters

Perhaps you’ve found a new job, perhaps you’re moving cities, or perhaps you’re fed up with your current gig. In any of these cases, you’re going to have to write resignation letters. This is a document that formally notifies your boss and your company that you will be departing your role.

Here are the best tips on how to write a resignation letter that is professional and concise:

1. Keep a Positive and Professional Tone

While you may have negative things to say about your former employer, your resignation letter is not the place to voice them. Keep your comments professional and positive. If you do have concerns about your employer, voice them in your exit interview. A letter is more a place to formally document your exit from the company, not to process your experience there.

2. Include Your Leave Date

Let your employer know the exact date you are leaving. Typically, you’ll have a conversation with your employer before you submit your resignation letter. In this conversation, come to an agreement about your last day. The standard is to give two weeks’ notice. But make sure to check in your contact if a longer lead time than that is required.

3. Send in Advance

Don’t hand in your resignation letter the day before you leave. Plan advance for when you submit your letter. Be sure to read your contract to see if there’s an obligation to file you’re the letter a certain amount of time before you leave. Filing you’re the letter in advance of when you leave will also help your employer plan for hiring a replacement.

4. Keep It Short

The best resignation letters are simple and concise. Your letter doesn’t need to include more information that when you are leaving and what you’ll do to aid your transition from the role. Anything else, you can express in an in-person conversation with your boss, or in your exit interview.

5. Express Gratitude

Even if you had a rocky employment experience, you want to leave on a good note. You never know when you need a reference or a recommendation. You don’t want to burn any bridges at the end of employment experience. Include a phrase thanking your employer the opportunities they provided you.

6. Send It to the Right People

When you write resignation letters, you will need multiple copies. The first person to receive the letter should be your boss. But you will also want to send a copy to HR to keep on file. In addition, don’t forget to keep a copy of the letter for yourself.

7. Explain Your Transition Plans

Include a sentence or two about how you will aid the transition out of your role. Specify what you will do during the transition period to ensure it is a smooth adjustment. In addition, specify a co-worker who will be the new point of contact after you leave your role. The best resignation letters reference that you will help with the transition during your remaining time. But they don’t get into too many details.

8. Include Your Future Contact Information

You never know if the company will have a role for you in the future, or if a departing team member will want to get in contact with you. Unless you never want anything to do with this company again, include your non-work email and phone number. This way, they can get in touch with you after your work email and phone are shut down.

To aid your resignation process, we’re including a sample professional resignation letter templates (format in MS Word and Pages) :

Free Download | MS Word, Pages

Resignation letter template for a paper letter

[Your Name]
[Your Address]
[Your City, State Zip Code]
[Your Phone Number]
[Your Email]

[Date]
[Name of Your Boss]
[Title]
[Company Name]
[Address]
[City, State Zip Code]

Dear [name of boss],
Please accept this letter as notice of my resignation from my role of [your role] at [your company]. My last day will be [your last day].

To help smooth the transition, I am happy to [duties you will perform during the transition]. Once I leave, my point of contact will be [your point of contact].

I am grateful for the opportunities and learning experiences I have had at the company. I will miss the entire team here, and look forward to watching the company’s future growth. Going forward, if you would like to reach me, my contact details are [your phone or email contact details].
Warm regards,
[Your name]

Resignation letter template for email

Dear [name of your boss],
Please accept this email as my formal notice that I will be resigning from my role of [your role] at [your company]. My last day will be [your last day].
During my remaining time here, I am happy to help in any way I can to smooth the transition. I am also happy to help find and hire a replacement for my role. Once I leave, the point of contact for my role will be [your point of contact].
I want to express my heartfelt gratitude for the opportunities and learning experience I have had at [your company]. I have grown so much at this company, and I am excited to take this growth and learning on to my next role. I look forward to watching how [your company] will grow and evolve in the future. If you ever want to reach me in the future, my contact information is [your phone or email contact details].
Best regards,
[You name]

The Big Takeaway

Write a resignation letter is basically a courtesy. It gives your company time to find a replacement for you and lets them know you’re on the way out. It also may be required by your contract to submit, so be sure to read through your contract before quitting. In addition, this letter isn’t a place to air your grievances about the company. Save your honest feedback for your exit interview. Your letter should be short, informational, and positive.