How to Write a Resignation Letter

Once you’ve accepted a new role, it is important to submit your two weeks’ notice to your current employer to give them time to find your replacement and close final tasks. Below are suggestions on how to write a resignation letter, as well as examples of what to include.

Knowing how to write a resignation letter doesn’t need to be intimidating. We make it easy with tips and templates to help guide you through this process.

Why Write a Resignation Letter?

The most important reason to write a resignation letter is the professional approach. Resignation letters give your current employer time to find a suitable replacement and tie up loose ends as you move to your next career opportunity.?

Another reason to write a resignation letter is that it makes your intentions to leave your current position clear. Resignation letters are usually delivered within two weeks (or more) of your departure date from your current position. They also help you to leave on good terms.?

“Many organizations require a resignation letter as part of the employee off-boarding process,” said career coach Cassie Spencer . “It also provides additional information that will be important to not only your supervisor but other leaders in the organization and Human Resources.”

Resignation Letter Checklist

Before you get started, it is important to note that your resignation letter will depend on the type of resignation. We recommend modifying templates or past resignation letters to make them specific to a current circumstance. There are some key points and sections to include no matter which type of resignation letter you choose. Remain professional and stay concise .

“It's likely that you will already have had a conversation with your direct supervisor to explain why you are leaving,” Spencer said. “The resignation letter does not need to include all of those details or a lengthy explanation. It's most common that the first few sentences include wording such as: "Please accept this letter of resignation from my position as [insert title] with [department or company name]. As discussed with my supervisor, my last day of work will be [date].”

Include these key data points when writing a resignation letter:?

• Your name and contact information
• Current date
• Company name, telephone number, and address
• Your resignation statement
• Your final day?
• A transition plan and/or information about any of your current projects?
• Your appreciation for your current job opportunity
• An offer to help during the transition period
• Your signature

The Basics of a Resignation Letter

The best resignation letters are:?

• Clear
• Concise
• Friendly, yet professional (remember to write in a professional tone and stay focused)
• Accurate?

Some of the basics you’ll need to include are the formal notification, a section thanking your employer for the time at the company, and the transition of your position.?

Formal Notification

A resignation letter provides the company a departure date and formal notification you are leaving. This information will typically reside on file with your employer. If you try to return to the organization, HR may have your previous notification on file.?

Here's an example of a formal notification that details when you plan to leave your position:

Saying Thank You

Be sure to express your genuine appreciation for the opportunity by thanking your boss for the role you held and, possibly, what you’ve learned from them and the company. Sho Dewan, talent development trainer and career coach , recommends, "It's ALWAYS best to leave on a good note!" Always be genuine and include specific examples that support why you’re grateful for the opportunity.?

Here’s an example of a thank-you message:

I appreciate the time I spent working with you and learning more about management and IT. I enjoyed working with the team here as a Project Manager. I’ve learned a great deal from you in this position. I am confident that the knowledge I’ve gained here at Microsoft will be an asset to me throughout my career and I’m thankful for the opportunities you’ve given me.

Offering Transition Support for Your Position

Include a potential transition plan that your boss is free to modify or change. Mention ongoing projects or incomplete tasks and offer suggestions to who may be a good fit to take over the accounts. Typically, transitions take two weeks, but may take longer in some roles.?

Here's a quick transition plan that may help you begin:?

I would be happy to assist during the transition period to train new team members if the need arises. We have two projects still in progress with Novartis and Adobe. I’ve sent over a separate email with a detailed transition plan, but I believe Sarah Conners may be best suited to take over these accounts due to her strong organizational skills and previous work on the account. If there is anything I can do to help aid in the transition process, please let me know.

5 Tips for Writing a Resignation Letter

You’ve got an idea of some of the basics that go into a resignation letter. Now, let’s talk about five tips that can help you make writing your resignation letter even easier.?

Tip No. 1: Keep Your Resignation Letter Positive

Try not to dwell on the negative and, if circumstances are less than favorable on either side, be sure to keep your letter positive. Focus on good things that came from working at the company. Jessica Hernandez , executive resumé writer and president, Great Resumes Fast, says , “When writing your resignation email, share that you’re leaving and that you’re grateful for the experience and opportunities. But don’t make the mistake of diving into any issues that may have prompted your move.”?

This is key to ensuring you leave on a positive note, rather than bringing up issues that could linger or tarnish your reputation.?

“As for tone, the letter should be more formal and to the point,” Spencer said. “Most organizations do not need or want lengthy resignation letters and this isn't a letter that I would recommend getting creative with — the goal is to provide the necessary information and formal documentation that you are leaving the organization.”

Tip No. 2: Hand-Deliver Your Letter

Hand-delivering your letter (as opposed to sending it through email or the mail) adds a level of respect and a personal touch. It also allows for an in-person conversation with your employer.?

Tip No. 3: Plan for a Quick Departure

Some organizations require that you immediately depart due to security concerns, so make sure to prepare if this is the case.

Tip No. 4: Keep Your Letter Brief

Be sure to keep your letter as concise as possible.

Tip No. 5: Consider Networking Opportunities

Remember, networking is important. Be sure to add your colleagues on social networks like LinkedIn. Share your contact details with potential members of your network. You may even invite them out after work to discuss your future career change.?

Example Resignation Letters

Now that we’ve discussed how to write a resignation letter and the basics you’ll need to include, here are a few examples of resignation letters you can use.

Resignation Letter No. 1: Changing Careers

Changing careers can be daunting, both for the employee and the former employer. They are losing an employee and you’re stepping off into a new career.?

Resignation Letter No. 2: Pursuing Educational Opportunities

You may be looking to pursue post-secondary educational opportunities. Here’s an example of a resignation letter if you’re looking to take courses full-time or pursue another degree:?

Resignation Letter #3: Personal Reasons

You may not want to discuss particulars related to your resignation. You can use this resignation letter template if you need to quit your position for personal reasons:

(Reporting by Todd Dybas and NPD)