How To Write a Resignation Letter Properly
Whether you’re embarking on the next leg of your career path or escaping a toxic boss, there is a right way (and many wrong ways) to quit a job.
Once you’ve made the decision, writing a thoughtful resignation letter is an essential step. You want to leave on good terms and maintain professionalism, but finding the right words can feel challenging. Learning how to express your decision to leave is an important skill you can use throughout your career. It helps make the transition smoother, and maintains bridges you can rely on throughout your career.
Here’s a simple guide and tips to help you in writing a resignation letter or email that leaves a positive impression.
What Is a Resignation Letter?
A resignation letter is a formal notice to your employer that you are leaving your position. Many companies require a written record of your resignation to keep accurate documentation of your work history, meaning whatever you write will be part of a permanent record for the company.
You can submit a resignation in two forms: Email or printed letter. Both are acceptable, but when and how you use them depends on the situation. A printed resignation letter is best if your workplace has a formal environment or if it's part of company policy. An email resignation, on the other hand, may be more appropriate in a remote or casual work setting when you can't hand over a printed letter in person.
How To Write and Format a Resignation Letter
When emotions are running high (or you have opinions that are best kept to yourself) following a tried and true format allows you to cover your bases without being unprofessional. Here's how you can write a clear and respectful resignation notice for email or print:
1. Include All Necessary Contact Information and Date
For a printed letter, begin by including your contact details and the date, followed by your employer's information:
Your Name
Your Address
Your Phone Number
Your Email Address
Date of the Letter
Recipient’s Name
Recipient’s Address
Recipient’s Phone Number
Recipient’s Email Address
If submitting the letter via email, you can leave this section out.
2. Maintain a Professional Tone
Throughout your resignation letter, keep a professional and respectful tone. Avoid making negative comments about your employer or colleagues, focusing instead on the positive experiences and the skills you’ve gained. This will help maintain a good relationship and ensure a positive reference for the future.
3. State Your Resignation Clearly
In the first paragraph, state clearly that you are resigning from your position. Mention the job title you are resigning from and the date your resignation will take effect. Providing clarity here is important as it gives your employer time to make necessary arrangements. A two-week notice is standard, but this can vary based on your role, contract, and the circumstances of your resignation.
4. Reason for Leaving (Optional)
Including a reason for your resignation is optional. If you choose to provide one, keep it brief and positive. Common reasons might be relocating, going back to school, or pursuing another opportunity. Avoid discussing any negative reasons for your departure.
5. Express Gratitude
In the next paragraph, thank your employer for the opportunities you’ve had while working at the company. You can mention specific aspects of your experience, such as mentorship, teamwork, or skills development. This leaves a positive final impression and reinforces how much you value your time with the company.
6. Offer to Help With the Transition
As a gesture of good will and professionalism, you should always offer to assist during the transition period. You could help train your replacement, complete any unfinished projects, or document your current responsibilities and workload to ensure a smooth handoff to other team members. This offer will help ease the transition and maintain good relations with your employer.
7. Provide Contact Information
If you feel comfortable doing so, include your personal contact information so your employer can reach you after you’ve left. This keeps the lines of communication open for any follow-up questions or future networking opportunities.
8. Close and Sign
Conclude your letter with a formal closing, such as “Sincerely” or “Thank you,” followed by your signature (if printed) or typed name (if emailed).
Sample Resignation Letter
Below is an example of a resignation letter outlining the key constituents:
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company Name]
[Company Address]
[Recipient’s Email Address]
Dear [Recipient’s Name],
Please accept this letter as my formal notice of resignation from my role of [Your Job Title] at [Company Name], with my last working day being [Last Working Day, typically two weeks from the date of this letter].
I’ve thoroughly enjoyed working at [Company Name]. During my time here, I have gained a wealth of experience and developed skills that will serve me well throughout my career, and I am incredibly grateful for the opportunity to have been a part of this team.
My decision to resign was not made lightly. However, [insert brief reason for leaving, e.g., “I have accepted a new position,” “I have made the decision to relocate and will not be able to work onsite,” “I will be stepping away from my career to focus on my family,” etc.]. I am happy to assist in training my replacement and documenting my current role and projects to ensure a smooth handoff in my remaining time here.
Thank you once again for the wonderful experience at [Company Name]. I am grateful for the relationships I’ve built here and hope to stay in touch.
Sincerely,
[Your Name]
[Your Personal Contact Information]
How To Write a Resignation Email
Most resignations today are through email. For the most part, your email resignation should follow the same format as the letter discussed above, with the letter written in the body and attached as a PDF file. The only instance where an email resignation may differ from a formal print letter is when you’ve already given notice in a meeting (either in-person or via video call). In this case, your email would act as a follow-up to the conversation, acknowledging the previous discussion and confirming the details of your resignation.
A standard example of this would be:
Subject: Resignation - [Your Name]
Dear [Manager's Name],
I hope you are doing well. Following our conversation on [date], I am writing to officially confirm my resignation from my position at [Company Name], effective [Last Working Day].
I have truly appreciated my time with [Company Name], especially the opportunities for growth and the supportive environment created by the team. As discussed, I am stepping down to pursue [brief reason for leaving], but I remain dedicated to ensuring a smooth transition for the team. I am available to assist with the handover process, including training my replacement or providing any support you may need during this time.
Thank you once again for the invaluable experience at [Company Name]. I look forward to staying in touch and wish the company continued success.
Best regards,
[Your Name]
[Your Contact Information]
Resignation Letter Tips
- Keep it short: Stick to the essential details. You can discuss more about your departure in an exit interview or meeting.
- Be positive and professional: Use positive language when explaining your reason for leaving. Highlight the good experiences you had at the company. This approach shows respect and can help maintain your professional relationships.
- Follow standard formatting: Use a professional font like Times New Roman, Arial, or Calibri in size 11 or 12. Keep single spacing and 1-inch margins.
- Give enough notice: Two weeks is standard. You may choose to give your supervisor more notice, if you would like.
- Complete next steps: Your manager might ask you to finish certain tasks or prepare transition materials before you leave. Following through shows you care about the team’s success and will help you secure references for future job applications.
- Consider your coworkers: Your resignation letter is for your manager or human resources (HR), but you might want to send a farewell email to your coworkers. A message a day or two before leaving gives them time to respond and ask any questions.
How Swob Can Help You
If you don’t have a new job lined up, getting back into the job market can be an intimidating and stressful experience. Thankfully, Swob makes finding your next jobs easier than ever, with the ability to sort through millions of job listings and apply in a single swipe. No more endless scrolling or unanswered applications — Swob simplifies the process and helps you land your dream job fast.
Ready to find your next career move? Download Swob and start swiping your way to success!
Swob is the modern job search platform with over 8 million active jobs. Match with hundreds of employers and get hired for roles across retail, hospitality, healthcare, customer service, and more. With Swob you can find your perfect match with a simple swipe. Download the app, upload your resume, and start swiping on success today! www.swobapp.com
