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How to compose resignation letter

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How to compose resignation letter
February 26, 2019 1st Anniversary Wishes 4 comments

Learn how to write a resignation letter that keeps you in good standing with your employer. This sample letter of resignation can help you find the right words.

Resignation Letters: Tips, Templates and Examples



What is a resignation letter?

A resignation letter is an official document that records the end of your employment with an organisation that should come after you’ve indicated your decision to leave in person or via email.

It is always best to speak directly with your manager before sending a resignation letter to give them as much time as possible to prepare. If you work remotely or do not see your manager in person, ask if you can have a conversation by video chat or on the phone.

Typically, a resignation letter includes the following information:

  • Statement of resignation from company
  • Date of last day of work
  • Statement of gratitude
  • Next steps or important information
  • Signature

 

Why are resignation letters important?

If you decide to leave your job, it is a matter of professional courtesy to submit a resignation letter. Resignation letters are also important for HR departments to keep on hand as a record of your time at the company for things like payroll and to reference in the future, if necessary.

They are also important because they contain important operational information for your direct manager like your last day and what is needed as you plan your departure from the company.

How to write a resignation letter

Writing a resignation letter can be a simple process if you follow a few key steps. Before writing your letter, you should consult with your direct supervisor or HR manager to follow any processes your company has in place regarding resignations. For example, they might ask you to provide specific information or send your letter to certain people at the company.

To write a resignation letter, you should include the following information in this order.

  1. Record the time and date. In a standard business letter, the time, date and few other details are typically included to keep record of timestamps. In an email, this information is not necessary as it is included digitally. If you are planning to type a letter, you should include this information at the top of the page.
  2. Start with an address line. Address the recipient by name. You can use introductions like ‘Dear,’ ‘Hello’ or simply ‘Mr/Ms [supervisor’s last name]’.
  3. Include a statement of resignation. State clearly that you are writing to submit your formal resignation from the company. If you’d like, you can include your position title as well.
  4. List your last day of work. While it is standard to provide two weeks’ notice, your company might have specific instruction around what your last date of work should be. After getting this information, list the date and weekday of your final day at the company.
  5. Include a statement of gratitude. It is always a good career decision to keep your relationships positive. Writing one or two sentences explaining what you are thankful for about your time at the company will help foster a peaceful transition.
  6. List next steps or important information. List any key information the recipient should be aware of regarding your transition. These details can be worked out with your manager ahead of time. If you’re not sure, simply adding that you are happy to do whatever you can to make the transition as smooth as possible will be appreciated.
  7. Close with your signature. Lastly, finish the letter by signing your name after a closing statement like ‘Sincerely’ or ‘Thank you’.

Resignation letter template

Below is a sample resignation letter template and suggestions for customising it based on your circumstances.


Dear Mr/Ms [your supervisor’s last name],

Please accept this as my formal resignation from XYZ Company. My last day will be [insert your final day of work], two weeks from today. I am grateful for all your support during my time here and deeply appreciate all the valuable experiences I have gained. It has been a sincere pleasure working with you and the team.

Please let me know how I can help during this transition and make it as smooth as possible. I wish you all the best.

Best wishes and thank you for everything
[insert your name]

This template provides you with the basic information when resigning from any company. However, if you want to customise your resignation letter, here are suggestions for making it more personal.

  • Include your personal email address and add language that encourages your manager to continue a professional relationship after you leave the company.
  • Mention why you’re leaving including personal details about family issues, relocation, a change in career, returning to school, etc.

Resignation letter examples

Here are few sample paragraphs that can explain your departure in more detail.
 

Resignation due to better opportunity


I am writing to inform you that I have accepted a position at a company that I feel is a better fit for my career moving forward. Please accept this note as my formal resignation from ABC Company. My last day will be two weeks from today, [insert last day of work].

While I will be moving on to a new position, I am deeply grateful for the opportunities to grow and learn during my time here.

 

Resignation due to relocation


Please accept this as my formal resignation from XYZ Company. My last day will be [insert your final day of work], two weeks from today. I will be relocating to Kolkata in the coming months to be closer to family.

Thank you for the opportunity to learn and grow in the accounting department. I hope to find a new position with equally inspiring, helpful and kind colleagues. I wish the company success in the future.

Please let me know how I can help make the transition as smooth as possible.

 

Resignation due to family reasons


Please accept my resignation effective [insert your final day of work]. As you know, my family welcomed our second child last month. After my parental leave ends, I would prefer to stay home with my children and focus on the needs of my family.

Thank you for understanding and please let me know if I can be of any assistance during this time.

If your reasons are not specific to having children or you’d prefer to remain vague, try the following version.


I am writing to inform you that I must resign from my role at Company XYZ by the end of next month. Family circumstances require my full attention at this time and leave me unable to continue in this role.

I will be available over the next month to assist with the transition.

 

Resignation due to a change in career


Please accept my resignation effective [your final day of work]. I have accepted a position at a [insert the line of work you intend to pursue] and look forward to the new direction of my career even though I will miss my work with you.

Thank you for the support and the opportunities over [insert duration you were at the company].

Please let me know if you need any assistance during this transition and how I can help over the next few weeks.

Note that this example includes mention of an industry and not a specific company. You do not need to include the name of your future employer in your resignation letter. In fact, it is better to leave that information out.
 

Resignation due to returning to school


Please accept my resignation effective [insert your final day of work]. Next month, I will be enrolling in graduate school and will need to resign from my role at Company XYZ.

I would like to thank you for all the great opportunities I have had while working with this team. The learning experiences and skills I have developed while at Company XYZ have laid the ideal foundation for this new stage in my life.

Please let me know if you need any assistance during this two-week transition. Thank you again for all the positive experiences over the past [insert duration you were at the company] and I look forward to staying in touch.

Resignation letter tips

Here are several tips you can use to make your resignation letter as effective as possible.

  • Keep it positive. Regardless of the reasons you’re resigning, the tone of this letter should be positive. Aim to part on good terms and maintain your professional network. Above all, do not use your resignation letter to vent frustration.
  • Deliver your letter in person. If possible, you may want to deliver your resignation letter in person to your manager. If you resign with a hard copy, be sure to include the date at the top of the letter. You may also send an email. Use a subject line that’s clear and direct such as Resignation – [Your Name].
  • If necessary, keep it brief. If you are leaving your company for sensitive reasons and prefer not to provide optional details, simply include your statement of resignation, last day at the company and a statement like ‘I wish the company success in its future endeavours’.
  • Plan for an immediate departure. In certain situations, your employer may ask you to leave on the day you resign. If you are leaving for a new job that does not begin for few weeks, this may mean that you have a period of time in which you are not being paid. If this situation could apply to you, pay attention to what happens when others resign and plan accordingly when you are determining your start date in a new job.
  • Follow your manager’s instructions for next steps. After you submit a formal resignation, your manager might ask you to put together a transition plan, finish up certain projects or write a goodbye note to your colleagues.

Resignation letters are one of the best ways to formally exit a company with a positive tone and reinforce your relationship with the company and your co-workers in future. When written simply and with polish, a well-crafted resignation letter is one of the most solid stepping stones in your professional career.


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

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how to compose resignation letter

How to write a resignation letter

Before you quit a job, take the time to review this resignation letter template to help you make a graceful exit.

How to write a resignation letter

Whether you're on your way to a great new position or unhappily leaving your employer for personal or career-related reasons, you need to write a resignation letter.

The main goal of your letter is to inform your employer about the details of your resignation, but the underlying benefit is a chance for you to strengthen your relationship with your supervisor/colleagues and leave on a positive note.

Approach the letter as if you're writing a thank-you note, and you'll be on the right track.

The following tips will help:

1. A formal introduction

Even if you've been at your job for a while, you need to write a standard greeting. "Dear [boss's first name]" works just fine. (Obviously, only do this if you're on a first-name basis with your boss; otherwise, use their last name.)

2. Your intent to resign

Your letter's introduction should also clearly indicate that you are resigning and provide your last day of employment. For example: "Please accept this letter as notice of my resignation from my position as [job title]. My last day of employment will be [date]." (Note: It's customary to give two weeks' notice before leaving a job. Leaving sooner is likely to leave a bad taste in your employer's mouth.)

3. A reason for your departure

The body of your resignation letter should mention your reason for leaving.

Here are a few ways to state that you are leaving, based on your situation:

  • Found a new job: “I have accepted a position as [job title] in [location], which will give me the supervisory responsibilities I have been eager to assume." 
     
  • Starting school: “I regret having to leave [employer name], but I am strongly committed to earning my [degree type] and have been accepted to [school name] for the fall term." 
     
  • Medical reasons: “I regret having to leave, but I am currently experiencing medical issues that prevent me from continuing in this position." 
     
  • Partner relocation: “My wife/husband has been offered an excellent job opportunity in [location], and we have decided to move there so that she/he can accept it." 
     
  • Relocation refusal: “The company's restructure has left many of my colleagues looking for new positions, so I am grateful for your offer of reassignment to the office. However, my family and I have decided that relocation is not feasible for us right now." 
     
  • Bad experience: “My decision to leave is based on both personal and professional reasons, but please understand that I have thoroughly enjoyed my association with [company name]. I have learned a great deal from you, and I look forward to applying this knowledge in my next position."

4. Lots of thanks 

Your resignation letter should demonstrate gratitude for the experience the job has given you. You may also mention that you appreciate the opportunity to work with your supervisor and other team members. If you name-drop, be careful not to exclude anyone.

Remember that your letter may make the office rounds. If appropriate, state your willingness to help with the transition; for example, you might offer to train your replacement.

5. Goodwill

End your letter with an expression of best wishes for the success of the company. Also make it clear that you're interested in keeping in touch. For example: “I hope that we can continue our professional relationship and that we meet again in the future. Best wishes to you and to the rest of the staff for a profitable future.”

Know what to say and when

Finding the right words to explain to your boss and co-workers why you're leaving your job can be super-uncomfortable—and that goes for if you loved your job or if you kinda-sorta hated it. But it's not the only time during your career that you'll be scrambling for words. Could you use some help knowing what to say in tricky situations? Join Monster for free today. As a member, you can get useful career advice, job search tips, and workplace etiquette sent directly to your inbox to help you get through some of the most uncomfortable moments (think inappropriate interview questions, confusing salary negotiations, and the dreaded small-talk sessions at conferences). 


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Sample resignation letter

how to compose resignation letter

Sample resignation letter

Ready to leave your job? Learn how to write a resignation letter that keeps you in good standing with your employer. This sample letter of resignation can help you find the right words.

A resignation letter can smooth any wrinkles in your exit.

Great news! You found a new job on Monster and are super-thrilled—way to go! There's one order of business you need to take care of before you start mentally decorating your new desk. You need to write a resignation letter telling your current boss that you're leaving.

Whether or not you’re leaving on good terms, it’s proper protocol to submit a letter of resignation. Keep your cool. You might be tempted to quickly write a simple resignation letter and move on, but this formal good-bye is worth further consideration.

While the purpose of the resignation letter is to inform your employer that you’re quitting, you can use it as an opportunity to build relationships and leave on a positive note (no pun intended). 

What is a resignation?

A resignation is the act of leaving your job. A resignation letter expresses your intention to leave the company you currently work for.

Should you write a resignation letter?

You should write a resignation letter because it's the professional thing to do, whether you work at a hospital or a coffee shop. A resignation letter officially gives notice to your boss that you're leaving the job and someone else will need to be hired to replace you and take on your responsibilities. 

What is a two weeks' notice letter?

A two weeks' notice letter is essentially the same thing as a resignation letter. (It's more professional-sounding than "quit letter" and "job leaving letter," don't you think?) This letter announces your intent to depart from the company and says you will remain in your position for another two weeks before leaving. Two weeks is the standard amount of time from when you announce you're leaving to your last day at your job.

What to write in a resignation letter?

A resignation letter should include the following:

  • a statement of intent that you will be leaving your job
  • the name of your official staff position
  • the date of your last day on the job
  • gratitude to your employer for hiring you
  • a highlight of your time there (optional)
  • an offer to train your replacement
  • well wishes for the future of the company
  • your contact info

Best resignation letter sample

If you’re not sure how to write a resignation letter, use this sample for inspiration:

                                                                                                      Roberta Jones
                                     18 Hillside Road | Sometown, MA 55555 | Phone: 555-555-5555 | [email protected]

 

[Date]

Ms. Joyce Michaels
CEO
ABC Company
15 Main St.
Sometown, MA 55555

Dear Joyce,

Please accept this letter as notice of my resignation from my position as staff accountant. My last day of employment will be [date].

I received an offer to serve as senior accountant of a Fortune 500 company, and after careful consideration, I realize that this opportunity is too exciting for me to decline.

It has been a pleasure working with you and your team over the last three years. One of the highlights of my career was collaborating with you to automate ABC Company’s accounting, financial and balance systems and setting up your accounting infrastructure. Your company is poised for continued growth and I wish you much success with your upcoming acquisition of XYZ Company.

I would like to help with the transition of my accounting duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement, and I will make certain that all reporting and records are updated before my last day of work.

Joyce, thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can email me anytime at [email protected] or call me at 555-555-5555.

Sincerely,

 

Roberta Jones 

 

Get ready to resign

It's highly likely the time will come in your career when you decide to leave a job. Hopefully it'll be because you got offered a great new position somewhere else. Do you have your fingers crossed that that opportunity comes sooner rather than later? Join Monster today. As a member, you can upload up to five versions of your resume and cover letter. Recruiters search Monster every day looking to fill top jobs with highly talented candidates—just like you. Additionally, you can get job alerts sent directly to your inbox so you can spend less time combing through ads and more time emailing your resume to hiring managers. Before you know it, you'll be drafting a resignation letter of your own.


Almost everyone, at one time or another, has found themselves in a situation where they've needed to write a professional resignation letter. Well, now you're in.

Resignation letters

how to compose resignation letter

Free Resignation Letter Creator

Free Resignation Letter Creator

Free Resignation Letter Creator finalize your intentions to leave your job to start anew. Expedite your creation of a resignation letter online to express your appreciation for the job and deliver an end date. Pick and choose the style, colors, and more to fit your situation. A free Resignation Letter Creator online where no fees or memberships are necessary.

Please choose a style for your resignation letter, click on a thumbnail image below to select that style. The style image outlined in blue is your currently selected style. Use this Free Resignation Letter Creator to write a resignation letter that will help you to keep from burning your bridges. You will show your appreciation to your current employer even if you don't genuinely feel that way. If you have arrived here from one of our other online creators, your contact information and preferences are going to load into the creator automatically.
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how to compose resignation letter
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