A resignation letter form is a tool for employees who want to leave their current position for a new one. Addressed to their manager, the letter provides official notice that the employee plans to leave their position. It also lists the date that the employee will no longer be with the company. Once completed, the employee should make a copy of it to keep for their records and provide the original to their employer.
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A resignation letter should be a professional, formal letter that is given to the employee's supervisor in order to put their intentions in writing. A resignation letter is an appropriate way to leave a job while still remaining on good terms with other employees and the supervisor.
A resignation letter should include various information about the employee and their job so that they can be identified appropriately. The employee should make sure to include their name, current job position, a brief explanation of why they are resigning, and what date their last day will be. It is best to submit a resignation letter as soon as possible to give the employer adequate time to prepare for your departure from the company.
Giving more than the minimum of two weeks notice is generally not the standard practice in terms of resignation. Usually, two weeks is the timeframe that most choose to give when they resign because it gives their company time to begin making the transition of hiring a new employee to take their place or to dispense their work among other co-workers. However, some still provide more than a two weeks notice to their employers, perhaps because of company dynamics, or because projects are assigned months in advance. Nevertheless, the process of giving more than a two weeks notice is similar to the standard two week’s letter. The information, sections, and format are all the same. We will explore all that is in a resignation letter below.
A two week resignation letter notifies your employers that you will be departing from the company in roughly two weeks, which is the standard practice among resignations. This gives you time to wrap up any projects that you may be working on, while also allowing your company to fill your position and minimize disruptions within the company; smoothing the transition process with the new employee. There several different forms of a two-week resignation letter.
A simple resignation letter is appropriate when you may not know your boss that well, or you do not wish to include a reason as to why you are leaving the company. This letter is very much short, sweet, and straight to the point.
This type of resignation letter is appropriate for more formal and professional settings, or if you are not very close with your manager and want to keep your resignation professional and nothing more. Formal resignation letters do not always provide a reason for the resignation.
This resignation letter is great if you are in an industry where your reputation plays a determining factor in your future employment, such as being a salesman, or leader in the company. This letter is even appropriate if you want to keep the door open so you may possibly return to the company or work with the team again in the future.
Sometimes circumstances do not allow a two weeks notice. Some job opportunities simply cannot wait. Whether its due to an emergency or a new position that requires you to start your new job right away, a short notice, or no-notice resignation letter would be appropriate here. These types of situations often put your employer in a tough position, however, it happens. With short notice resignations, try to speak with your employer face to face before following up with a letter. Make sure that you include the following in your short or no-notice resignation letter:
Be sure to include the date that you plan to leave the company (even if that date is today)
You don’t need to go into lengthy detail as to why you're leaving the company (if you don't want to).
Be sure to thank your employer for the opportunity. Even if you are leaving because of a disagreement, or because you are unhappy with the company, do not express that in this letter. You want to try to maintain the best relationship with your employer as possible, especially if you may need to use them as a reference in the future.
Remember to include your personal contact information should your employer need to contact you for any other interactions, such as where to send your final paycheck etc.
The basic components of a resignation letter are listed below.
This is where you include the date you submit the letter. Be sure that if you type the letter on an earlier date, write the date you plan to present the letter and not the date you typed it.
Following a business letter setup, be sure to include the company name, address, zip code and other pertinent contact information at the top of the page.
The addressee is generally your manager, however, if you need to address a larger department, state the name of the department or division of the company.
This is where you make it clear that you are resigning.
This is the date where you state the exact date you will be leaving the company.
You do not need to give your manager or company a reason as to why you are leaving. If you wish to state why you are departing, make sure that your reasons do not include any negative connotations. You always want to leave on a good note, ensuring you may use your manager as a contact or reference in the future.
Ensure that you thank your employer for the opportunity and that it has been a pleasure to work for/with them.
Sign your name above your typed name.
Below, we will take the components above and put them to use, giving you a step-by-step guide to writing a professional resignation letter.
Below are the essential steps to writing a solid resignation letter.
Step 1: Type your name, and contact info at the very top of the page.
Step 2: Write the company's name, address, and phone number
Step 3: Address your superior, manager, or department. “Dear Mr. or Ms.” will suffice.
Step 4: Your resignation statement goes here. An example of a simple, clear statement is as follows: “Please accept this formal notice as my resignation from the position of…”
Step 5: Your last day. An example of a last-day statement can be as simple as “March 31th will be my last day”.
Step 6: Gratitude. One example of a gratitude statement is: “Working for you has been a wonderful experience, and I thank you for the opportunity to learn and grow under your leadership.”
Step 7: Your signature. Type your name at the bottom of the page, and sign above.
Sometimes you may want to personalize your resignation letter, which can be difficult, as these types of notices may not be the easiest to write. Here are some helpful tips to keep in mind when writing your best resignation letter.
Try to give an appropriate notice
If you know that you will be leaving on a certain date, do not wait until the last minute to give notice to your superiors. Try to give at least two weeks notice in your resignation letter.
Be Grateful
Try to be thankful throughout your letter. Resigning is not always the best news to break to your employer, but thanking them for their leadership and the opportunity to work with the company will not only show your appreciation, but may also open your employer up to providing future references.
Don’t Complain
You don’t want to burn any bridges, and writing a resignation letter is not the place to vent frustrations with your job or the inner workings of the company.
Sometimes you may not be able to hand your employer a hard copy resignation letter, perhaps because you work remotely, or your supervisor does not work at your work location. Nonetheless, just because it is an email, doesn't mean it should not be just as professional and structured as a physical resignation letter. An email resignation is similar to a hard copy resignation letter. Their main difference is their method of delivery. Additionally, here are a few things to keep in mind.
Try to speak with your Human Resources department, if possible.
This avoids blindsiding your employer by emailing your resignation letter out of the blue, especially if you may have just spoken with him or her or showed up to work with no indication that you are departing. You should try your best to use a hard copy resignation letter unless you either do not feel safe delivering one in person, or you work remotely from home and do not physically interact with your supervisor.
Include the pertinent information
Include all the information that your supervisor will need in the resignation email. This includes your effective resignation date, where the company can send your final paycheck, as well as any questions that you may have about your departure. Some of these questions may include inquiring about what happens to your paid time off and sick time. Some businesses allow you to cash out on these perks, including them in your final paycheck, while others have a “use it or lose it” policy. Also, make sure that your subject line is professional and direct. “Resignation - (Your Name)” or “Departure - (Your Name)” will suffice, and is a better subject line than “I Quit”.
Proofread and Format
Lastly, you want to make sure that you proofread your email before sending it. The last thing you want is a resignation letter that looks like you sent it from your smartphone during your evening commute home. Though it may be an email, which is generally considered much more casual than a hard copy letter, you still want your resignation letter to be as professional as possible. Read through it twice, checking for typos, correct information, and dates. Additionally, make sure it is structured just like a hard copy resignation letter. Remember that sometimes with digital communications, their format or structure changes when they are sent to different computers of devices. Try sending the email to yourself to check its format, or try sending it to someone you know who will look over it for you before you send it to your superior. This gives your resignation letter a chance to be looked at with fresh eyes to catch any small mistakes or typos.
Resignation letters streamline the process of notifying your team members and different departments about your departure by allowing everyone to see the same document. Many of us have played “Telephone” as children, and know that by the time the message gets to the last person, the information is entirely inaccurate or pieces of the original message may have been omitted.
The same principle works with resignation letters. If you simply told your boss that you were quitting, by the time the word spread to all of the departments that needed to know, important information about your departure may be incorrect, affecting your final paycheck.
Anytime you resign from your job, you want to do so both gracefully and delicately, causing as little disruption as possible. You also want to give an adequate notice so that your employers have time to prepare for your departure, especially if you are the only one who does a specialized job (i.e if you are the only person in the company who handles Accounts Payable or Payment Processing). As soon as you are sure that you will be departing from the company, notify your employers, however, two weeks is the standard.
Many feel most comfortable waiting two weeks before their departure to notify their employers, even if they knew they were leaving well before that. The reasoning behind this is a fear that if they give their formal notification a month or two in advance, the employer may let them go before that. There have been employers who have received an extended resignation, perhaps two months in advance, and just weeks later, they already found a replacement and no longer needed the departing employee.
There are many options for submitting your resignation letter. It is recommended that you have a one-on-one meeting or conversation with your supervisor before handing him or her your resignation letter. However, in the end, it is entirely left at your discretion. Resignations can be awkward and cause trepidation, however, since each work dynamic is unique, do what you feel is best.
Here is our guide to quitting your job. We cover good and bad reasons to do so, how to inform your boss, how to write a resignation letter, and how to prepare to enter new industries and positions thereafter. Quitting a job is a major decision. We hope this guide helps guide you through the process in a manner that maintains professionalism and courtesy.
There are good and bad reasons for quitting a job. Therefore, if you are considering quitting, it is important you do so with good reason.
You should begin by asking yourself the following:
Will quitting make you happier (personally, emotionally, mentally, financially, etc.)?
Is the timing right?
Are you in a situation, financially, to get by, support your family, etc. without your current paycheck?
How will you cover your expenses?
Are you willing to change your lifestyle to accommodate the loss of income?
There are good reasons for quitting your job, including:
You are offered a new job: make sure, if you are offered a new job, that you have a signed offer before you tell your current boss you are leaving.
You are very unhappy in your current job: again, before quitting, take time to research and plan your transition out of your current job and into the next one, how you will support yourself in the interim, etc.
Serious Illness: personal or family illness is a legitimate reason to quit your job.
Be sure to assess what quitting means for your health insurance and how that impacts your treatment.
Your current job does not work with your schedule: perhaps, for example, you require more flexibility than your current position can offer.
Returning to school
Career change
Leave a part-time job for a full-time position elsewhere
You are underpaid: unless you have another offer at a higher salary, quitting will not improve your financial situation. You should instead research the market salary rate for your position and experience and consider approaching your boss about a raise.
You feel under-appreciated: rather than quit, determine what type of appreciation you are missing and consider whether or not speaking with your boss can resolve the issue.
You are unfulfilled in your current role: again, rather than quitting, consider requesting more responsibilities or set up a meeting with your boss to discuss opportunities for an expanded role.
You are unhappy with your work-life balance: again, consider negotiating within your current company and position.
You are recruited: if you are not looking for a new job and are recruited for a new position, be sure to evaluate all of your options before taking the new job.
If you decide to quit, ask yourself the following before informing your boss:
Will you stay longer than your planned quit date if your boss asks?
If your boss makes a counter-offer to retain you, would you consider it? If so, what do you need in order to stay?
It is imperative you quit your current position with class and professionalism. Although you may think you will never work with your current boss again, the future is uncertain. Moreover, your professional reputation and character follows you wherever your career takes you.
Therefore, be sure to do the following when you quit:
Express gratitude
Explain why you are leaving
Ask how you can help make this transition easier for the company
Remember that your resignation is an opportunity for networking and maintaining future connections and relationships.
Remember that you should follow-up an in-person resignation with a formal resignation letter.
Here is our essential list of do’s and don’ts when quitting:
Do’s:
Give notice when possible.
Give at least 2 weeks notice, unless your contract requires longer, in which case, be sure to provide the required notice.
When you tell your boss you are quitting, give them the exact date you will stop working.
Write a formal resignation letter even if you resign via email or phone.
Clean up personal files and email messages on your computer.
Know what you are entitled to when you leave.
Benefits, salary, health insurance, unused vacation/sick day pay, rolling over 401k, etc.
Ask your boss/coworkers to write you a reference
They can do this on LinkedIn, but also ask if they will also be available via phone and email in the future
Return all company property
Don’t:
Write an antagonistic or animus-filled resignation letter
Remember, your professional reputation extends well beyond your current position. A rude letter may come back to haunt you in the future.
Make the resignation personal, in any way
Tell your co-workers you are/were unhappy with your current job
Brag about your new job
Bad mouth your old job or coworkers
Leave without saying goodbye to your colleagues
This can be done in person, or via email.
Write a negative review of your company on Glassdoor or any other site that can be traced back to you.
After you inform your current company you are leaving, it is important to continue to do your job sufficiently and professionally until you leave. Here are some tips to do so:
Offer to help your team or manager train a new hire or help them adjust without you.
Make a list of your job responsibilities and share that list with your manager or new hire.
Update your LinkedIn profile and resume.
Write recommendations for others and ask them to do the same for you.
Save whatever samples of your work you can (assuming you are legally permitted to do so, of course) to your personal computer so you can use them for future job interviews.
Make sure any work you keep does not violate any company NDAs.
Have a plan in place when you stop your current position
How will you cover expenses, what does your financial safety net look like, etc.?
Make a new budget, if necessary
Calculate your retirement income
Whether or not you need a formal resignation letter depends on several factors. You should therefore do the following:
Consult your employee handbook/agreement
It should indicate if a resignation letter is required
If it is, your HR representative should notify you.
Consider drafting one anyway: having one on hand is a good idea, should you need it.
If you do not want to write one, make sure there is written evidence of your resignation (in an email, etc.) in order to avoid any potential confusion.
If you resign via email or phone call, you should still follow the resignation letter format (provided below)
If you need or decide to write a resignation letter, here’s how to do so:
Components:
Header: your contact info, employer compact info and the date
Salutation: address your manager with their formal title
Introduction: begin the body of your letter with a clear and concise statement
E.g. “Please consider this letter to be my formal notice that I will no longer work at x company, effective y date.”
Thank you: thank your manager(s) and team, even if you hated your job
Explain how you will help transition
When will you complete current projects, what will be the status of any you cannot complete, how will you prepare the rest of your team for your departure, will you train a new employee, etc.
End on a positive note
Signature (handwritten) followed by typed name and contact information
Guidelines:
Keep the letter concise (no more than one page typed)
Use a traditional font and size (10-12 point)
Format the letter properly--single-spaced with one-inch margins all around
Make sure to edit and proofread the letter before submission
In some instances, you may have to resign your current position immediately and without notice. If such a situation arises, we recommend you do the following:
According to one study, here are the five most common reasons millennials quit jobs:
Minimum wage growth
Lack of advancement opportunities
Excessive overtime
Corporate culture that discourages collaboration
Not enough flexibility
Therefore, if you are a Millenial and considering quitting your job, be sure to consider the following tips, geared specifically for the Millenial generation:
Prepare your finances: in general, Millennials do not have as much in savings as older generations, so it’s important to determine how you will pay for expenses like rent, food, utilities, emergencies, etc.
Look for full time roles: if you can’t find one, consider relevant freelance positions
Don’t be impulsive: think carefully about why you are quitting, why are you unhappy, and why quitting will make you happier?
Many workers quit their jobs to pursue their own entrepreneurial ventures. While it may seem like a good idea to quit your day job in order to pursue entrepreneurship full time, it is important to assess a few things before taking that plunge:
Assess the viability of your business concept: have you conducted extensive market research, talked to investors and potential partners, etc.?
Are you ready for your role and expanded responsibilities with your new business?
There are many additional responsibilities when running your own business
Assess your finances
If your new business tanks, can you support yourself?
Do you have a back up plan?
Seek advice, from friends and relatives, past co-workers, managers and mentors.
Your Contact Information
First and Last Name
Address
City, State Zip Code
Phone Number
Email Address
Date
Employer Contact Information
Name
Title
Organization
Address
City, State
Zip Code
Salutation
Dear Mr./Ms. Last Name,
First Paragraph
Your letter should say that you are resigning and state when your resignation is effective, in compliance with the company's notice period.
Middle Paragraph
This section of the resignation letter should thank the employer for the opportunities you have had during your employment with the company.
Final Paragraph
End the resignation letter with an offer to assist with the transition.
Close
Respectfully yours,
Signature
Handwritten Signature (typed letter)
Typed Signature
A resignation letter is an official document that records the final day -- the end -- of your current employment with an organization. It announces your intent to cease working for your current employer and should be sent after you have communicated your decision to leave to your supervisor and/or the HR department in person or via email. Prior to writing the letter, you should consult with your direct supervisor and/or HR department manager to make sure you follow your company's policies governing resignations.
A professional resignation letter generally includes the following information:
Statement of resignation from company
Date of last day of work
Statement of gratitude
Next steps and other critical information, including an offer to assist with the transition
Signature and contact Information
Resignation letters should not be used to complain or criticize your employer or other employees. Do not include anything negative about your supervisor; a letter of resignation is not a confidential document and can be distributed within the company, perhaps negatively affecting your chances for a successful background check and/or letter of recommendation.
Dear [Supervisor’s Name],
Please accept this letter as my formal resignation from [Job Title with Current Employer/Company Name]. My last day will be [Final Day of Work], two weeks from today. I am thankful for your guidance and support during my time here and sincerely appreciate the valuable experiences I have gained. It has been a pleasure working with you and the team.
Please let me know how I can help during this transitional period to make it as smooth as possible.
Thank you, once more, for your helping me with my career pursuits.
Best regards,
[Name]
Dear [Name of Manager/Boss],
Please accept this letter as formal notification that I am resigning from my position as [position title] with [Company Name]. My last day will be [your last day should be at least two weeks from the date you give notice].
Thank you so much for the opportunity to work in this position for the past [amount of time you have been in that role]. I have greatly enjoyed and much appreciate the opportunities you have given me. I have learned [cite some specifics], all of which I will take with with me in the future.
During my last two weeks, I will do everything possible to wrap up my duties and train other team members. Please let me know if there’s anything else I can do to aid during the transition.
I wish the company continued success, and I hope to stay in touch in the future.
Sincerely,
[Your Name]
Dear [Your Boss’ Name],
Please accept this letter as formal notification that I am resigning from my position as [position title] with [Company Name]. My last day will be [your last day -- usually two weeks from the date you give notice].
Thank you so much for the opportunity to work in this position for the past [amount of time you have been in the role]. I have greatly enjoyed and appreciate the opportunities I have had to [a few of your favorite job responsibilities]. I have learned [a few specific items you have learned on the job], knowledge I will certainly use throughout my career.
During my last two weeks, I will do everything possible to wrap up my duties and train other team members. Please let me know if there is anything else I can do to aid the transition.
I wish the company continued success, and I hope to stay in touch in the future.
Sincerely,
[Your Name and Contact Information]
Dear Mr./Ms. Last Name:
I would like to inform you that I am resigning from my position as Product Marketing Analyst for Company B, effective March 31, 20XX.
I appreciate the opportunities for professional development that you have provided me over the past four years. I have enjoyed my tenure at Company B, and feel grateful to have started my career alongside such a dedicated team.
I have accepted a Product Marketing Manager position in Florida. While my experience at Company B was rewarding, I am excited to pursue my passion for product marketing in a more senior leadership role.
If I can be of any help during this transition, please let me know. I am willing to help out with contracting work until you find a replacement.
Thank you again for the opportunity to work at Company B. I wish you all the best and look forward to staying in touch. You can email me at X.
Sincerely,
Jaqueline [Last Name]
Dear Mrs. Judy Franklin,
Please accept this letter as formal notification that I am resigning from my position as a Sales Development Representative with Automative Motors. My last day will be Friday, April 1, 2021.
Thank you so much for the opportunity to work in this position for the past four years. I have greatly enjoyed the opportunities I have had to grow our sales team and pipeline, be a part of creating a great product, and work with my fellow colleagues. I have learned much about the field of sales development and the car industry throughout my tenure.
Over the next two weeks, I’ll do everything I can to conclude my duties and train my replacement team members over the next two weeks. Please let me know if there’s anything else I can do to help during this transition.
I wish Automative Motors continued success, and I hope to stay in touch in the future.
Sincerely,
Abbie Smith
Dear Mr. Tom Brown,
I am writing to give my formal notice that I will be leaving my role as a Senior Designer for Art Museum Ventures on June 14, 20XX.
I have recently received an offer to serve as a Creative Design Officer for a startup, and after careful consideration, I am excited to explore this new opportunity, and its added responsibility, in my career journey.
I am incredibly grateful for the work experience I have been provided working on the Design team for the past four years. It has been a wonderful experience to work for such a great company and contribute to the overall success of Art Museum Ventures.
Please let me know if I can be of any assistance during this transition. Thank you for all your guidance. I wish you all the best, and look forward to keeping in touch.
Sincerely,
Anne Potash
Jason Lee
520 Vision Way
Westworld, VT 07891
443-567-9812
jason.lee@emailprovider.com
March 31, 20XX
Mr. Tim Green
Senior Manager
Pizza World Incorporated
643 Oven Street
Crustfield, VT 07891
Dear Mr. Green,
I am writing today to submit my resignation from the position of [job title] at Pizza World Incorporated. My last day of work will be April 15, 20XX.
I am leaving the company for personal reasons, a decision I have made after careful consideration of my circumstances and an extensive job search. I have enjoyed the time I have spent with the company immensely and will miss working with the team.
Please let me know what I can to do to ease the transition over the following two weeks. I would be more than happy to help train my eventual replacement, and I can also provide relevant information via training and onboarding docs for anyone who might be taking over my duties on a temporary basis.
Thank you, again, for everything.
Best,
Jason Lee
Sources:
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