You’ve just landed your dream job, and you’re ready to formally resign from your current position. To do so, you’ll need to know how to write a resignation letter and submit it to your employer.
A resignation letter is used to inform your employer that you are about to leave the company. But if you’ve never resigned from a job before, you may be wondering, “How do I write a resignation letter?”
In this guide, we’re going to discuss how to write a resignation letter to inform your employer that you intend to leave professionally. This way, you can leave your current employer on a good note and ensure a smooth career transition as you pursue new opportunities. We will also include an example of a resignation letter to give you an idea of what to aim for.
What Is a Resignation Letter?
You may tell your boss in-person that you are going to leave your job. While this may technically count as informing an employer that you intend to resign, most businesses require that you write a resignation letter.
A resignation letter is an official document that will give your employer notice of your departure. You should submit your resignation letter to your manager, HR department, and any other parts of the organization who are responsible for managing employees.
Why Should I Write a Letter of Resignation?
There are a few reasons why you should write a resignation email or letter. The first reason is that resignation letters are usually required by employers. This is so that they have a written record of your intent to depart the company. This ensures that they know exactly when you are going to leave, and reduces the chance for any confusion further down the line.
Writing a letter of resignation will also help you leave your job on a more positive note. Some people don’t realize how important it is to maintain a good relation with former employers. They are willing to put a lot of effort into their cover letters and resumes but don’t care about the letter of resignation. Leaving a job may feel awkward. But submitting a written letter to inform your boss that you intend to leave shows you have given your transition a lot of thought.
How to Write Resignation Letters
So, you’re ready to write a resignation letter. Because resignation letters are such a crucial part of business operations, there are a few things that you need to include.
The main components of your resignation letter should be:
#1: State Your Intention to Leave
Inform your employer that you intend to leave in the first paragraph of your letter of resignation. In this section, you should clearly state your position title, as well as the name of the company that employs you.
In addition, you should state the last day that you will attend work. The date you specify should be at least two weeks after you have submitted your resignation letter.
Stating the last day that you will attend work is important. It gives the employer time to prepare and minimizes the chance of any confusion.
#2: Thank the Employer
You don’t have to write any “thank-yous” in your resignation letter if you don’t want to. But it can lend a nice touch and show your professionalism and appreciation.
Express your gratitude for working with the employer, and for all the opportunities you have been given. You may even want to mention one or two specific opportunities for which you are grateful. This could be a project you were able to work on or a big lesson you learned on the job. This will show an employer you have put a lot of thought into your letter.
Remember that you may need to seek references from your employer in the future. If an employer remembers you as someone who resigned gracefully, they will be more likely to keep a positive image of you in mind.
#3: Volunteer to Help with the Transition
When you resign, it’s not just you who will be undergoing a big professional change. Your employer will have to make a few changes too. They may need to fill your role with another external employee or reassign work to other employees. They may even need to conduct training to ensure the person who fills your role has all the skills they need.
Toward the end of your resignation letter, you should volunteer to help with the transition before your final day. For instance, you could say that you would be happy to train your replacement. This will further allow you to leave a good impression.
#4: Your Personal Contact Information
When you leave a business, your company email and phone will be deactivated. So, if the business needs to get in touch with you, they will need to do so through your personal contact channels. These may be your mobile or home phone, or a personal email address.
Your resignation letter should also include your contact information. Your employer should already have your personal contact information on file. Yet, providing your contact details again is a good way to ensure a business has what they need to get in touch with you.
Two Weeks’ Notice vs. Resignation Letter
The terms “two weeks’ notice” and “resignation letter” both describe the same thing—a document that outlines your intent to leave a business.
You should submit either a two weeks’ notice or resignation letter at least two weeks in advance of the day you intend to leave. You may even need to give more notice of your intent to leave if your contract expects a specific window of notice.
Resignation Letter Template
If you’re unsure how to start writing your resignation letter, don’t worry! We have prepared a template that you can use to figure out how to structure your resignation letter. Here is a sample you can use:
May 27, 2020
Hannah Gartner Portland Paper Company 123 Main Street Portland, OR 97035
Dear Ms. Hannah Gartner,
Please accept this letter as formal notice of my resignation from my position as Content Marketer. My final day of work will be June 10, 2020.
Thank you so much for the opportunity to work as a content marketer for the last three years. It has been a great pleasure watching the content team grow from the ground up, as well as developing the long term content strategy. The things I have learned about content in this position will serve me well for the rest of my career.
I would like to offer to train my team members or replacement over the next two weeks and provide any assistance during this transition.
Let me know if there is anything else I can do to assist you.
I wish both you and your staff the best, and I hope that we can stay in touch. You can email me at firstname.lastname@example.org or call me at 555-555-555.
Sincerely, Alex Kupor
At some point in your career, you will likely have to write a resignation letter. If you are about to start a new venture, this is a document that you’ll need to submit to your soon-to-be former employer.
Resignation letters serve two main purposes. First, they provide a written record of your intent to resign. Thus, there will be no confusion about the terms on which you are leaving your position. Second, they allow you to maintain a professional image as you move onto the next stage in your career.
By following the advice in this article, you’ll have no trouble preparing a professional resignation letter.