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How to write a resignation letter to employer

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How to write a resignation letter to employer
February 16, 2019 Wedding Anniversary Wishes 1 comment

The purpose of a resignation letter is to advise your employer of your intention to resign from your current position within the company. Your resignation letter.

So, you’ve decided to move on from your current role and take the next step in your career. Congratulations! Making a job change is exciting, but it also requires care and consideration. After all, you don’t want to ruin your chance of a positive reference down the line!

First, you need to sit down with your boss for a one-on-one chat. This is the time when you tell them you’re leaving and give your notice. A simple, positive statement will do: “I’ve really enjoyed working here, and have learned a lot, however I’ve decided that it’s time to move on.”

The next step is writing a letter of resignation. Not only should you always put your resignation in writing, but you should always keep a copy of the letter for yourself. Your letter needs to provide the date of your last day of employment, so check your contract to make sure you’re giving the right amount of notice. You should resist any urge to be negative, and instead reflect gratitude and the reason that you’re leaving.

To help you do this, we’ve developed a free resignation letter template which you simply need to add your details to. Download it here. 

                                                           

 

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.

How to Write a Job Resignation Letter

how to write a resignation letter to employer

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.


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How to Write a Resignation Letter (+ a Free Template)

how to write a resignation letter to employer

The gig is up—literally—and it’s time to move on to bigger and better things. You’ve already given your two weeks notice and started packing up your desk supplies. There’s just one little thing you still have to do: write your letter of resignation.

Oh, right. That.

What exactly is a resignation letter again? Chances are it’s been a while since you last penned one, so let’s talk about what a resignation letter actually is and why you need to write one.

Is It Necessary to Write a Letter of Resignation?

It’s possible that your company may not require a letter of resignation, but does that mean you don’t need to write one? If this is the case, you probably won’t lose anything by not writing one, but it’s always nice to go the extra mile.

If you’ve had some hiccups during your employment and you’re worried about leaving on less than ideal terms, writing a resignation letter could be especially valuable for you. Just think, this is your last chance to set the record straight about what kind of employee you are and keep those bridges intact.

Spending fifteen minutes to write a resignation letter that outlines what you appreciated about the job and the company you’re leaving is a small price to pay to make sure you leave on good terms. So let’s get started. Here’s an easy three-step guide to help you write the perfect letter that will have your boss singing your praises long after you’re gone.

Step 1: State the Facts

No need to beat around the bush. They already know you’re leaving, so the beginning of the letter just needs to restate the fact that you are resigning and your planned exit date. You can also include your reason for leaving and future plans here if you like.

Side note: You don’t have to disclose your reason for leaving if you don’t want to. That’s what an exit interview is for, and even then you get to choose the story you tell. Maybe your boss is a nightmare, or you don’t have a new job lined up. Whatever the reason, if you don’t want to share it, don’t. 

Be sure to use positive language. When in doubt, skew on the positive. While there is a temptation to express your grievances, try not to use this as a place to vent. 

This portion might look something like this:

Dear Amanda [Include Last Name if you work in a more formal environment],

Please accept this letter as my formal resignation from my role as [Title, e.g. Senior Developer] as of [End date, e.g. October 12, 2016]. I have received an offer for a management position with a startup company, and after careful consideration, I feel that this is the right career move for me.

Step 2: Say Thank You

Take a minute to reflect. What did you like about this job? What did you learn? What opportunities did you have here that have impacted your career? Even if you can’t wait to get out of this hellhole, you probably wouldn’t have been able to get the job offer you’ve just accepted without the experience you gained here. Everyone loves to hear the words “thank you,” and gratitude has been proven to correlate with happiness, so jot down a few lines about what you have appreciated about this job.

Example:

I want to express my gratitude for the knowledge I’ve gained and the skills I have been able to develop in this role. It would not have been possible without your mentorship.

I am thankful for the time I have spent working with every member of our team and the opportunity to develop great professional relationships here. I look forward to staying in touch, and I hope that we can collaborate again in the future.

Step 3: Next Steps

Before you say #kthxbye and press send, make sure you let your boss know that you fully intend to complete all assigned work, and—if you’re up for it—that you’re available should they have any questions after you’re gone.

Two weeks is a short amount of time for a company to be able to transition your role to someone else, and by allowing them to contact you for (minor) help and questions, you’ll help ease that transition, which will speak volumes to your former employer. This is your opportunity to show that you’re a hard worker with integrity and will help preserve the relationship. It will earn you major brownie points and might even get you a great letter of recommendation.

What you should say:

To ease the transition after my departure, I intend to complete all assigned work before my final day and leave thorough instructions for my replacement. I am happy to assist with any training during my last two weeks. If you have additional questions after my departure date, please feel free to contact me on my cell (xxx-xxx-xxxx) or by email at [email protected].

Your Resignation Letter Template

As with any formal letter, put the date and address of the person you’re writing at the top of the page. And then put it all together. If you're emailing the resignation, you can forgo the address, but keeping it as professional as possible is the name of the game here. If you can add an address header, you may as well. 

October 3, 2016


Ms. Amanda Rodriguez

XYZ Company

1234 Memory Ln,

Cityville, CO 33333


Dear Amanda,

Please accept this letter as my formal resignation from my role as Senior Developer as of October 12, 2016. I have received an offer for a management position with a start-up company, and after careful consideration, I feel that this is the right career move for me.

I want to express my gratitude for the knowledge I’ve gained and the skills I have been able to develop in this role. It would not have been possible without your mentorship. I am thankful for the time I have spent working with every member of our team and the opportunity to develop great professional relationships here. I look forward to staying in touch, and I hope that we can collaborate again in the future.

To ease the transition after my departure, I intend to complete all assigned work before my final day and leave thorough instructions for my replacement. I am happy to assist with any training during my last two weeks. If you have additional questions after my departure date, please feel free to contact me on my cell (xxx-xxx-xxxx) or by email at [email protected]

Best regards,

Brienna

Now hit send and go celebrate that new job!

You’ve earned it.

So, even if your boss doesn't ask for notification in writing, handing over a resignation letter can enhance your professional reputation and.

How To Write A Simple And Effective Resignation Letter

how to write a resignation letter to employer

Ready to quit your job?

It's a small world, and every little detail — from how you break the news to what you put in your resignation letter — will either help or hurt your professional reputation.

The purpose of a resignation letter is to provide an official document telling your employer that you're either terminating your employment immediately or on a specific day. Once it's sent to your supervisor, he or she will forward it to HR to keep in your file.

Here's my basic philosophy on resignation letters: Less is more.

Unfortunately, the majority of letters I've seen can be summed up in one word: Eyesores. That's because many of them usually fall into one of three categories:

  1. The "bridge-burning" letter: Even if the circumstances of your departure were unpleasant, don't treat the resignation letter as an opportunity to vent about your negative experiences. Let's face it, you will need reference letters in the future, so why go out of your way to burn bridges?
  2. The "here's exactly why I'm leaving" letter: Whether you've "accepted a new opportunity" or "need to leave for personal reasons," a resignation letter is not the place to emphasize your reasons for leaving. That's a discussion you should have with your supervisor before even sending the letter.
  3. The "barely there" letter: Yes, less is more, but give me something. If you send a one-sentence letter that reads, "I'm resigning and my last day is next Friday," you're basically saying, "I'm lazy and unprofessional."

The letter was clear, concise and included everything on my checklist:

  • Essential details: Intention to resign, title, last day
  • Positive tone: Polite, helpful, appreciative
  • Final responsibilities: Summary of what will be done during the transition period

I should also note that the way in which the employee resigned was flawless. Prior to sending the letter, she told me the news in private; we discussed the specifics of her departure such as who would be taking over her accounts and how she planned to help with the search for a replacement.

On her last day, she said goodbye to me in person. There was no raiding of the supply closet; she left the tape dispenser, stapler and Post-Its. No 1,000-word 2 p.m. email blast to hundreds of employees saying, "Goodbye friends and colleagues..."

Believe it or not, all these things matter a great deal.

Gary Burnison is the CEO of Korn Ferry, a global consulting firm that helps companies select and hire the best talent. His latest book, a New York Times best-seller, "Lose the Resume, Land the Job," shares the kind of straight talk that no one will tell you. Follow him on LinkedIn here.

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WATCH THE VIDEO ON THEME: SIMPLE RESIGNATION LETTER - Resignation letter format with notice period (HARD COPY and E-MAIL)

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.

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