Knowing how to write a resignation letter is the key to leaving your job on a positive note and building important professional relationships. A good resignation letter builds relationships that can last a lifetime. In this article, you will learn how to write a professional resignation letter in four simple steps. We also provide a basic format you can use to create your perfect resignation letter and a sample letter to inspire you.
Tip: Give your boss a resignation letter even if you have already informed them you are resigning. This letter is professional, polite, and practical. Use it to build professional relationships while formally notifying your employer you are leaving.
How to Write a Resignation Letter
Important: As you write your letter, keep in mind that you need to avoid writing anything negative.
State the facts of your resignation simply
The first paragraph of your letter should contain these important elements:
• Your statement of intent to leave your position
• Your job title
• Your end date
• The company name
You don’t need to tell your employer your reason for leaving, but be sure to give them two weeks notice. This allows your employer time to recruit and train your replacement.
Express gratitude and reminisce about your time at your job
Remember, your current employer may one day be your reference. Use this paragraph to build a professional relationship. This paragraph should include:
• An expression of appreciation for what you have learned
• An experience you shared with your boss, or a highlight of your time at the job (this is optional)
Although adding a shared experience or highlight to your letter is optional, this element personalizes your letter. Reminding your employer of a pleasant, successful moment helps them remember you in a positive way.
Offer to help ease the transition
Everyone knows transition is tough. Offer to help. This paragraph should include:
• An offer to help train your replacement
• An offer to meet with your employer to update the status of any projects you are currently working on
• A statement of your intention to leave your position with your high priority tasks completed
An offer to help ease the transition is both kind and professional. Your employer and your coworkers will appreciate the help and remember you in a good light.
If you are working on any projects, offer to meet with your boss to discuss their status. Finish any reporting you need to do before your end date.
Close your letter with a gesture of goodwill and gratitude
As you close your letter, wish the company and your boss well and offer to keep in touch. This paragraph should include:
• A statement of gratitude and goodwill for your employer and the company
• A statement of your desire to keep in touch
• Your contact information
Be sure to add your signature for a personal touch.
Resignation Letter Format
Here is the basic format for a professional resignation letter.
{date}
{recipient name}
{recipient position title}
{company name}
{company address}
Dear {recipient},
I am writing to submit my formal notice that I will be resigning from my position as {position title} at {company name}. My last date of employment is {date}. {if you would like to tell your employer about your career move, you can do that here.}
It has been a pleasure to work with the {team name} team here. I greatly enjoyed {an anecdote about an experience you enjoyed}. I have learned so much about {what you have learned} from you and the team. I think the highlight of my time here was {highlight}.
Please let me know how I can help ease the transition. I am happy to help train my replacement. I am also hoping to have the opportunity to discuss the current status of my ongoing projects. I will be sure the status of these projects and my reporting is updated before my last day.
Thank you again for the opportunities you have offered me during my time at {company name}. I wish only the best for you and your team. I hope we can keep in touch. You can reach me by email at {your email address} or call me at {your phone number}. {you can add social media accounts like LinkedIn here if you want.}
Sincerely,
{your signature}
{your name}
Sample Resignation Letter
Here is a sample letter based on the above format.
June 4, 2022
Mr. Jacob Howland
Director, Human Resources
Jackson Enterprises
1047 South Mayfield
Jackson, TN 89335
Dear Jacob,
I am writing to submit my formal notice that I will be resigning from my position as Human Resources Supervisor at Jackson Enterprises. My last date of employment is June 18.
It has been a pleasure to work with the human resource team here. I greatly enjoyed working with you and the team while developing and writing the new Employee Handbook. I have learned so much about human resource management from you. I think the highlight of my time here was the moment we received the new Employee Handbooks.
Please let me know how I can help ease the transition. I am happy to help train my replacement. I will be sure the status of my reporting is updated before my last day.
Thank you again for the opportunities you have offered me during my time at Jackson Enterprises. I wish only the best for you and your team. I hope we can keep in touch. You can reach me by email at harrisonjon@email.com or call me at (927) 350-2667.
Sincerely,
Jonathon Harrison
Jonathon Harrison
Resignation Letter Template
Writing a professional resignation letter is a formal way to notify your employer you intend to leave. Knowing how to write a resignation letter is important for your future professional relationships. These four simple but important steps to writing and the basic format to use can help you create the best possible resignation letter.
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