How to Write a Resignation Letter

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You are ready to leave your job. Now what? The first thing that you must do is inform your manager, boss, or employer about your decision—whatever it may be. You can do this by sending a resignation letter.

A resignation letter is a formal notice that tells your company that you are leaving. It includes details of your departure, as well as the next steps to take. You can send it in person on paper or send it via email. Here is a quick guide with some tips on how to write a resignation letter (plus an example resignation letter at the end!).

Keep it professional.

Just because you are leaving a company does not mean that you can informally refer to them. A resignation letter is still a formal record, so it needs to be written with the same professionalism as other written documents.

Be direct and straightforward in your language. There is no need for lengthy introductions; you do not even need to explain why you are leaving! Just state that you are resigning.

Make sure to use proper spelling, grammar, and format. Proofread your letter before sending it to the proper channels (i.e., your company’s Human Resources department or your boss’s email).

Include all the essential details.

Five important details should always be included in the body of any resignation letter:

  • Statement of resignation
  • Date of last day of work
  • A statement of thanks
  • Next steps for the transition
  • Contact details

That said, make sure to include other fundamental parts of a letter, such as the date of writing, the salutation, and the signature. Resignation letters do not need to be long. It should typically only take up one page.

Don’t say anything negative.

Regardless of why you are leaving your job, do not mention anything negative about your co-workers, boss, or company. Similarly, do not recount any bad experiences you had during your stay. Speaking negatively about a company is very unprofessional.

Keep your resignation letter to the point with a matter-of-fact tone. If you can, it would be even better if you can write it positively.

Say thanks.

It is always good to show gratitude to your employer for the time you had in the company. In this part of your resignation letter, you may share some key things you enjoyed on the job and some learnings you will take even as you leave.

You should say thanks even if you are excited to be leaving. Remember that it is wise to keep professional relationships; you may need your former bosses as references later. You may also find yourself working with them in the future, so it is best to leave on a good note.

Offer support for the transition.

When an employee leaves, it takes a lot of effort and resources to replace that person. The process involves looking for interested job applicants, moving through the hiring process with them, and training them to do the job. So in your resignation letter, state that you are willing to offer some support to your employer with the transition.

You do not need to go into specifics—and definitely do not promise something that you cannot do. But at least let them know that you will spend your remaining days ensuring that your work will be finished or smoothly passed on to the person who will eventually take your position; or, if they are not hiring someone new, to the team that will absorb your remaining work.

Send it in advance of your resignation.

To give yourself and your employer enough time to prepare for your resignation, send your resignation letter way in advance of your last day. Some companies require a specific time frame (e.g., one month or two weeks before your last day), so make sure to take a look at your company policy to know the right time.

Example of a Resignation Letter

May 28, 2021

Dear Mrs. Jane Adams,

I am writing to give my formal notice of resignation from XYZ Corporation. My last day will be on June 25, 2021 (Friday).

Thank you very much for the opportunity to work as a Marketing Strategist for XYZ Corporation for the past five years. I have greatly enjoyed my time here, and I have learned so much from you and my co-workers. I will surely bring all of these skills and knowledge moving forward.

I ensure you do that. I will assist in whatever way I can to wrap up my remaining duties before I leave. I am also willing to train other team members or help you with hiring a replacement in the next few weeks. Do let me know if there is anything else I can do to help with the transition.

I wish you, my team members, and the company great success. Please do not hesitate to contact me if you need further information after my departure. I hope we can stay in touch in the future.

Sincerely,

Adam Jones

Leaving a job can mean better opportunities. Be ready to grab these by equipping yourself with proper English language skills to be a valuable employee. Book a one-on-one class with our professional English tutors at LingualBox today to get started.


author
Jica Simpas is a writer based in Metro Manila, Philippines. She has over two years of writing experience in producing travel and food-related content. She is currently exploring new writing ventures to expand her practice.