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What should a letter of resignation say

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What should a letter of resignation say
December 30, 2018 1st Anniversary Wishes 3 comments

What should a resignation letter say -- and more importantly, what should it NOT say?.

Basic Sample
Letter of Resignation

Easy-to-use sample letter of resignation. Short and sweet, it includes the essential information of resignation date and last working day.

The resignation letter ends on a positive note and is polite and professional. If you do not feel comfortable with saying more than this when resigning from your job, this basic resignation letter is quite acceptable.

Easy-to-adapt for your own use.

Basic Resignation Letter

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

Date

Mr Eric Smith
Client Services Director
Nathan Jones Inc
Address
City, State, Zip Code

Dear Mr Smith

Please accept this letter as formal notice of my resignation from the position of Client Services Agent with Nathan Jones Incorporated. My last working day will be September 30, 2019. This is two weeks from today as per my employment contract.

Thank you for the opportunities I have been given during my time with the company.

I wish you and the company well in the future.

Sincerely

Your Name

Can I resign by email?

It is always better to write or print out a formal resignation than send an email. There is no guarantee when the email will be opened or that it will be printed out. A hard copy is required for your employment records.

However a resignation email is acceptable if the circumstances are right:

  • it is acceptable company policy to resign by email
  • time and location necessitate that you resign by email

Make sure the email has been received by following up within 24 hours of sending it. You can either ask the employer within your resignation email to respond to let you know it has been received or you can follow up with a phone call.

You can use this good resignation email if you consider it appropriate to resign by email.

What should I say in a more formal and longer resignation letter?

Depending on your situation including:

  • length of time with the company
  • level of your position
  • your feelings about the company

you may prefer to write a longer and more heartfelt resignation letter.  Go to this fulsome sample letter of resignation for an excellent example of a formal and professional resignation letter.

How to resign properly

Resign in a proper and professional manner by using the checklist at how to resign.

Find the most appropriate resignation letter sample for your situation at free resignation letters. Adapt one of these sample letters for your own use.

Sales Resignation Letter

If your situation requires that you resign via email use this sample resignation email

Are you unsure of what to expect in the exit interview? View typical  exit interview questions to be prepared.

Don't forget to get a job reference from your employer. This email or  letter requesting a reference is easy to adapt for your own use.

Please NoteThis sample resignation letter is provided for guidance purposes only. Resignation letters should be edited to fit your own personal situation.

Job Interviews  > How to Quit Your Job > Basic Letter of Resignation

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Standard, short notice, retirement: we've put together resignation letter The address should be in the same format as a traditional business letter template.

Here's exactly what to write in your resignation letter

what should a letter of resignation say

How to Write a Resignation Letter

Sample Resignation LettersWriting a Resignation LetterBeing SavvyArticle SummaryQuestions & AnswersRelated ArticlesReferences

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One of the greatest secrets of success is knowing when to move on. With the right resignation letter, you will do so with satisfaction while leaving on good terms with your previous employer. Though you may think it would feel great to get a few things off your chest about how much you've come to hate the company you work for, it's in your best interest to be kind, polite, and helpful, so your professional future remains secure. If you want to know how to write a resignation with class, see Step 1 to get started.

Steps

Part 1

Writing a Resignation Letter

  1. 1

    Have a friendly but formal opening. This can be a tricky balance to maintain, but your goal should be to keep things amicable while maintaining your professionalism. Unless you really don't have a good or familiar relationship with your boss, you should begin your letter by saying "Dear" followed by your boss's first name. You can say something like, "Dear Lisa," before you announce your resignation. If you say, "Dear Ms. Smith," then your resignation may come off as too formal, especially if you do have a friendly or at least cordial relationship with your boss.[1]
    • Of course, if things happen to be more formal at your company and you normally call your boss "Mr. Jones," then you should stick to that in the letter — in that case, suddenly getting familiar would be strange.
    • If your letter is typed on paper instead of email, just write the date at the top lefthand side, with your boss's name and address written below it.
  2. 2

    Clearly state your intention to resign. It's important to state your intention to resign in clear terms so that your boss doesn't think you are open to an offer for a higher salary or other perks, or that you are open to a counteroffer though you've accepted a new position. You want to be crystal clear so you sound confident in your decision, or so you're not faced with the discomfort of your boss coming to you thinking there's a chance that you'll stay on, after all. Here are some ways you can clearly state your intention to resign:
    • "I hereby submit my resignation as [your position here.]"
    • "Please accept this letter as notice of my resignation from my position as [your position here]."
    • "It is with regret that I submit my letter of resignation as [your position here]."
  3. 3

    Give proper notice. It is simple courtesy to give your employer a reasonable amount of time to fill your position. If your job is complicated, your employer may need time for you to train your replacement. Give notice of no less than two weeks. It may be common courtesy to give more notice if your position in the company is more elevated. Many people recommend using your given vacation time as an accurate measurement of how many weeks' notice you should give; if you have three weeks vacation, for example, you should give three weeks' notice, if you want to be polite. You should state your last work day immediately after you've stated your intentions to resign — you can even do so in the same sentence. Here's how you can go about it:[2]
    • "I hereby submit my resignation as [your position here] effective on July 12, 2014."
    • "Please accept this letter as notice of my resignation from my position as [your position here]. My last day of employment will be July 12, 2014."
    • "It is with regret that I submit my letter of resignation as [your position here]. I intend to work until the end of the month, with my last day being July 31, 2014."
  4. 4

    State your reasons for leaving (optional). You don't have to be too thorough in this part, but it could be a nice gesture to state your reasons for resigning. If you're resigning because you're just really unhappy at the company, you don't have to go into detail about this. However, if you're resigning because of retirement, maternity leave, personal reasons, or, most commonly, because you've accepted an offer at a different company, then you can state this to give your boss a better sense of the situation. Here are some ways that you can state your reasons for leaving:[3]
    • "I was recently offered a new opportunity at a different company, and have decided to accept the offer."
    • "I received an offer to serve as [position here] of a company that suits my needs, and after careful consideration, I've realized that this opportunity is the right path for me."
    • "I would like to inform you that I will be retiring on April 3."
    • "After much thought and consideration, I have decided not to return after maternity leave."
    • "I have decided to resign for personal reasons."
  5. 5

    State that you're willing to help out during the transition.If you're in a position that would be difficult to fill, and if you really feel you owe it to the company, then you can make it clear that you're happy to help train someone else to do your job or to smoothly pass on your duties. Ideally, if you were planning to resign, you might have been doing some of this already, little by little, but in any case, if you care about the company and know that you have big shoes to fill, you can mention that you're willing to help during in the interim. Here's how you can state it:[4]
    • "I would be happy to help with the transition of my duties so that the company continues to function smoothly after my departure. I am available to help recruit as well as train my replacement."
  6. 6

    Thank your employer for the experience. Resist the temptation to leave a piece of your mind unless you want to be remembered as an ungrateful whiner. In fact, do the opposite: document positive memories of your job. Mention how this job has positively influenced your career and how it has or can help you secure an even better position. This will leave your boss feeling like you've had a positive experience at the company and it will minimize any potential animosity you may encounter. Unless you really feel like your boss does not deserve any kind words, do this as a common courtesy. Here's what you can say:[5]
    • "I can't thank you enough for all of the experience and confidence my position has given me."
    • "I want to give you my sincere thanks for all of the opportunities you have given me and for all of the knowledge I have gained at your company over the years."
    • "I'll always be grateful to you for going above and beyond to ensure my success at my position."
  7. 7

    Wrap up your letter on a kind note. The way you end your letter depends on what you stated earlier. If you said you'd be happy to help recruit and train a new person for your position, you can say something like, "You can reach me any time at [your phone number] or [your email address]." This will show your boss that you really are committed to the success of your company. Remember that you don't want to end on anything but a positive tone that leaves your boss feeling warm, or at least not furious.[6]
    • If you really do have a close relationship with your boss, you can go the extra mile to make this clear by ending by saying something like, "I'll never forget how much you've helped me over the years, and will always be grateful to you" or, "I never would have been able to secure this new position without all of your help and encouragement over the years."
  8. 8

    Have a nice closing. End your letter by saying "Warmly," "Kind Regards," "Wishing you the best," or something similar just before you write your name. You can also just use "Sincerely" if you want to be more formal about it, but you can also use this opportunity to use a closing that really shows how grateful you are for your experience at the company.

Part 2

Being Savvy

  1. 1

    Stay professional. Be respectful and courteous. Do not use emotional or controversial language in your letter. You are a professional, so quit like a professional. If you have quit because of the working conditions at your company, you can kindly say so, but there's absolutely no reason to go into all of the details of why you have left the company. You can write them down on a different piece of paper for yourself, if it will make you feel better.[7]
    • Just remember that this letter will go in your personnel file and will be available any time a future employer calls the company asking about you; you don't want a negative letter to have an adverse effect on your future.
  2. 2

    If you're turning in your resignation letter through email, stick to similar conventions. These rules can be followed whether you're turning in a traditional resignation letter or if you're resigning over email. The only difference is that your email won't require you to write the date or your boss's address on the top lefthand side, and that you can title the subject of the email "Resignation" along with your name, to give your boss an idea of what to expect.
    • Resignation over email is becoming more common than ever in today's tech savvy society, though you should have a sense of workplace etiquette when you decide the best path to take.
    • With the mass transition to email for a lot of work correspondence, it's become common for resignation letters to have become a bit shorter than they used to be. Now, just 5-6 sentences can do the tricks instead of several detailed paragraphs.
  3. 3

    Read it over before you turn it in. Though this piece of advice is true for any piece of professional correspondence, it's particularly important to give your resignation one last look before you turn it in. While checking for typos and grammatical mistakes is important, what's more important is that you're pleased with the overall impression given by the letter, and that it comes off as positive instead of hostile. You may just quickly get everything off your chest and want to turn it in immediately, but if you let it cool for an hour and read it over again, you may see that it could have been a bit more kind.
    • Once you turn in the letter, there's no taking back anything you said. Make sure that it's something you're proud of, not a way to get back at your boss.

Community Q&A

Add New Question
  • Question

    How do I write a resignation letter if I hate my boss?

    Just keep it classy and respectful, no matter how much you despise them. It will show your boss that you are a professional and mature person.

  • Question

    When sending a resignation in email format, should the letter be sent as an attachment or typed into the email?

    It would be a good idea to do both, so your boss can save it in whichever format they want to.

  • Question

    How would I write a resignation letter due to family problems, where my family needs me to be at home?

    You should refer to your reasons/problems as "personal reasons." You shouldn't share too much personal information with your boss, even if you are close to him or her. If your boss is truly concerned about you, he or she will ask you; even then, you are under no obligation to give your boss details about your personal life.

  • Question

    How do I thank my manager for the opportunity when I've been in my position longer than she's been in hers?

    Thank your manager by showing how much you valued working with her over x amount of years and that you enjoyed establishing a professional relationship. Although you have been there longer, thank your manager and say that it has been an honor providing great service and leadership and that she helped you provide more professional experience.

  • Question

    How do I write a resignation letter for resigning without notice due to issues within the company?

    You should be honest in your letter, but you do not have to write down everything you're thinking. You don't want to burn any bridges unnecessarily. At some point in the letter, briefly apologize for the lack of notice.

  • Question

    Who should I write address my resignation letter to? My supervisor, my manager, or the HR officer?

    It can be any one of these or all three. As long as you've made your intentions clear, and they are properly notified, you should be fine. Your best bet would be your manager, however.

  • Question

    Do I write my resignation letter on a company letterhead?

    A resignation letter is your personal letter to the company. Thus, a company letterhead is not appropriate..

  • Question

    How do I write a resignation letter due to poor health?

    In your letter, mention that you have poor health and, if you feel comfortable, how your health is an impediment to your continuing on the job.

  • Question

    Is it necessary to give my employer the location and position of my new job?

    No, you don't even have to give them any reason as to why you are leaving. If you have a good relationship with your old boss, you could tell them that you have found another job, but you don't have to give them more information than that.

  • Question

    How do I write a resignation letter in order to tell my boss I am leaving in order to go to school?

    Write something along these lines: "I would like to inform you that I am resigning from my current employment in order to further pursue my educational goals by attending college. I hereby give [X] weeks/months notice of termination according to the requirements of my contract. I have thoroughly enjoyed my time with this company and will miss my role. I thank you for the opportunities that I have had here. Should you have any questions, I will be happy to answer them. Yours sincerely, Thattie Kwondak."

Show more answers

Ask a Question

Tips

  • Be specific about using words such as: Resignation, notice period, last day of work.
  • Do not spread distrust before or after your resignation.
  • Wish them all the best; then keep a small door opened for you in future. It actually helps.
  • Do not ask your supervisor for a reference in your resignation letter. It is proper to ask for a letter of reference, but better to do it after you appraise the reaction of your boss. Try your best to get a letter of reference before you leave, even if you are starting a new job. Once you leave the company, your accomplishments and years of service will be quickly forgotten.
  • Be polite, as this is your last letter to the company, you must remember all your good memories while writing this, not anything negative. Keep negative words aside for having a polite verbal discussion later.
  • Offer your help in transition period.
  • Keep it simple. Try to be short, concise, and direct in your letter. You don't want to leave the letter up for interpretation.
  • Do not discuss your resignation with co-workers; doing so might create negative energy in the office. Do not ask them for advice about writing your resignation letter.

Warnings

  • Remember, the company and its employees could potentially play a role in your career or job search in the future. It is a very small world. Never burn bridges.
  • Do not give specific reasons for leaving. State that you have decided to move because of a career opportunity that is too good to pass up.
  • Check your company termination policy. (Many companies require a minimum of 2 weeks’ notice for resignations.) Otherwise, their policy may be to never consider you again for a position. In your resignation letter, be sure to note the current day somewhere in the header as well as your final day in the body of the letter.
  • Keep in mind that the minute you submit your resignation letter, you could be told to pack your stuff and leave by the end of the day. Do not rely on your two week notice for job hunting: do it before your resignation.
  • Keep emotion out of the letter. Avoid the temptation to tell off your boss or any of your co-workers; put-downs will most certainly reflect poorly on you and you may later regret it.
  • Your letter of resignation is documentation and will likely be added to your personnel file: be very thoughtful about what you place in that document. Do not use slang or foul language.
  • Your letter of resignation could be used against you in court if it ever comes to that.
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Resignation Letters: Tips, Templates and Examples

what should a letter of resignation say

Make a resignation formal with a letter

To quit your job properly, you will need to put it in writing. If you have just been offered a new job, then do this sooner rather than later so that you can set a start date.

Stick to the following advice on how to use a resignation letter template:

  1. Keep it short – There is no need to add lengthy explanations; if you need to get something off your chest, albeit in a professional manner, you can do so in a private conversation with your manager.
  2. Adapt it to your contract – Showing that you have considered the terms in your contract shows that your decision is thought through and it avoids any nasty surprises.
  3. Keep a professional tone – While you might be on friendly terms with your manager, remember that a resignation is to be dealt with in an appropriate manner. Address your manager formally.

Download the relevant template and simply fill in your personal details to get the ball rolling in the next step of your career.

What Should I Include in my Resignation Letter?

Whether you can't wait to escape the clutches of your current employer, or will genuinely be sad to leave, writing a resignation letter is a key career tool. Get it wrong and you could leave with bad feelings – you never know when your paths may cross again. Even if you verbally hand in your notice, you must formalise it with a letter.

Resignation letter format

Begin as you would any other formal letter, suitably addressed and dated.

Date on a letter

It is important to include the date on the resignation letter in the top left line above the address. The date is important as it shows when the letter was originally written. The date format in the UK is day-month-year: 1 July 2018

Address on letter

The address should be in the same format as a traditional business letter template. The company name on the first line, followed by the street address, city and post code.

Addressing a letter

The addressee will usually be your line manager – you should use their first name. If you think it is necessary, you can address a larger audience such as unit, team, department, or the whole company. But we wouldn’t suggest this as best practice.

Reason for resignation

Explain your intention to resign along with a brief explanation of your reasons for leaving. People leave their jobs for different reasons so get to the point at the beginning of your letter. This is a great opportunity for you to maintain a positive relationship with your soon-to-be ex-employer, and explain your reasons in a clear and rational way.

It's best to keep this to the one main reason – you're employer doesn't want to read through a long list of why you hated your job so much. If it's a combination of factors, try and stick to whichever is most poignant.

Resignation date

State the date that you believe will be your official leaving date which can be calculated by looking at the notice period stated in your contract. Typically it will be a month but could be much longer for senior positions.

Notice of resignation

Also state your willingness to work your full notice period. It's not your decision whether you will have the luxury of ‘greenlining leave' or not and any negotiation on leaving earlier than your official notice should be done verbally.

Thanking your boss

If you are leaving in good circumstances then it is a good idea to thank your boss for the opportunities that they presented to you or for the experience gained whilst working for the company. After all, you may need to get a reference from them.

 Even if you are leaving under a cloud, resist the temptation to bad mouth and let off steam. Remember the old adage, ‘don't burn your bridges'.

Handle your resignation letter like you would any business document – professionally. Make sure you leave behind a lasting positive impression of yourself. Unless you want to undo everything that you have accomplished since you first started in this job, your departure must be as deliberate as your arrival.

Closing and signature

The closing is how you end your resignation letter: it should be short and polite. You should start your closing two lines below your final body paragraph. Popular closings include Best regardsSincerely, and Yours truly.

Resignation letter templates

If you are still unsure about what to include in your resignation letter, use one of the templates below. Each is designed to be the ideal tool no matter what sort of job you happen to be resigning from.

– This template provides you the right guidance for writing a simple resignation letter. It gets the job done positively and is suited to organisations which require you to inform both your line manager and Human Resources departments at the same time. It is also suited to people who have been working in their job for a long time and would like to go into detail about their reasons for leaving, perhaps providing feedback.

– This template covers the essentials, but nothing else. It is most suited to people who are unhappy but who do not wish to say anything that might harm getting a good reference.

– This template helps you to request a reduced or shorter notice period than your contract allows for. It is useful if you want to start your new job as soon as possible.

 – This template is ideal for people who have decided to retire and who are not moving on to another job in their career.

It is usually a good idea to obtain an acknowledgement of receipt for a letter of resignation - whether by hand or by email. This should ensure there are no later disputes about when notice was formally given.


Then it is time to write a resignation letter. Be prepared to face a Yet if you want to move on, you must do it gracefully. The best possible way.

How to Write a Letter of Resignation – 2019 Extensive Guide

what should a letter of resignation say

Dear Work It Out,

I work in a metal fabrication company and would like to resign. I'm quitting for the first time ever in my life and need some advice.

My questions are: What should I write in a resignation letter? And how many weeks notice should I give? I don't know the company's policy when it comes to quitting a job.

New job? Congratulations! You're on trend: This year, thanks to higher confidence levels and more opportunities, American workers are quitting their jobs at the highest rate since 2001.

Despite all the fretting that quitting can cause, it's usually a good move financially and personally. As bestselling management author Suzy Welch has said: "About six weeks after you quit, if not sooner, you'regoing to realize that you waited about six months too long to walk out the door. Your life is going to go on — only better."

Of course, before you can move on to (hopefully) greener pastures, it's important to resign gracefully from your current position. Business circles are small, and you don't want any bad Karma following you around.

Writing a clear and concise resignation letter is important, but don't skip the first step: It's best to schedule a time with your manager to break the news in person. Even better, give your boss some advance warning by saying you'd like to discuss "your future," so that they're not too surprised.

Then, in the meeting, you want to succinctly explain that you've decided to move on, express gratitude for the experience, and discuss an end date.

Two weeks notice is standard at most companies if you're an individual contributor, but know that it's the minimum you should provide. If you oversee a team or division, or if you're an integral part of a project and would be difficult to replace, you may want to provide several weeks or even months of notice, depending on the circumstances.

After this conversation, you should follow up with your official resignation letter or, since it's 2018, email. This will be forwarded to HR and possibly the higher-ups, and will be kept in your employee file.

While a resignation letter is not usually required, it's a nice gesture. You don't have to go into much detail, and your tone should be polite, professional and gracious. You should include:

  • Your intent to resign
  • Your last day
  • Your appreciation for what you've learned
  • An offer to help with the transition

For example, you might say:

Dear [Manager's Name],

I would like to inform you that I am resigning from my position as [Title] at [Company]. My last day will be [Date].

Thank you for the opportunity to learn [list some specific skills and growth areas] and to contribute to the team. I am so grateful for the experience and for your support.

Please let me know how I can help make the transition as smooth as possible. I wish you and the team continued success.

Sincerely,
[Your Name]

You could include a sentence or so about why you're leaving and your future plans, but it's not necessary. Whatever you do, stay positive. It's not the time to list all your grievances against management.

In your final days or weeks on the job, fully commit yourself to the work and helping with the transition. You're often remembered by the way you leave, so be useful and be kind. You'll be able to walk out the door without any baggage.

Have a pressing career concern or question? Email me anonymously at [email protected] Submissions may be edited for length and clarity.

Don't Miss: How your name and email address affect your chances of getting hired

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6 days ago Unless you really don't have a good or familiar relationship with your boss, you should begin your letter by saying "Dear" followed by your.

what should a letter of resignation say
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