When you decide to leave your current job, the first question that comes to mind is ‘how to convey your decision”. Obviously, you would prefer to inform first to your reporting manager about your leaving. But, you have to make your communication in the written format – via an effective resignation letter with a brief explanation of the reasons.
It’s a big step in your career journey, hence it’s essential to do it the right way. If you handle your resignation well, it can leave a positive impression on your boss and the people you work with. Plus, it can keep doors open for future opportunities!
So, it’s super important to write your resignation letter effectively. That’s what I am going to cover today in this post – how to write a resignation letter effectively, what to write in a resignation letter, what to avoid in a resignation letter and resignation letter templates for different reasons.
Before that let us understand the concept of resignation first and why it is needed.
What is a Resignation Letter?
A letter of resignation is a formal document written by an employee when they decide to leave their job. It serves as a notice to their employer, letting them know about the employee’s intention to quit and the last day they’ll be working.
This letter is an important part of the resignation process as it allows the employer to plan for the departure and potentially find a replacement.
Simply put, resignation is the formal act of voluntarily leaving your current job or position within a company or organization.
When you decide to resign, you are essentially choosing to end your employment relationship with your current employer. This decision can be prompted by various reasons, such as –
- Career Advancement
- Better Opportunities
- Personal Reasons
- Job Dissatisfaction
- Company Restructuring or Downsizing
- Burnout
- Career Change
- Lack of Recognition and Growth Opportunities
- Conflicts with Colleagues or Management
- Entrepreneurship
Ideally, it is a good idea to write a resignation letter when you leave, if you want to be very clear about your exit from your current company.
Why should you write a Resignation Letter?
Reason #1: You write a letter when you leave your job to keep a record of it on paper.
Reason #2: Some jobs or companies expect you to write a letter when you leave, so it’s like a tradition.
Reason #3: Sometimes it’s hard to talk to your boss about leaving, so you can send the letter first to help start the conversation.
Reason #4: By writing a letter, you can say exactly when you’re leaving and why, and also make sure your boss doesn’t say things that are not true about you.
Actually, writing a resignation letter is easy, and it won’t cause any problems. It’s just a simple way to let your boss know you’re leaving and why. But do you know the fact?
Writing a resignation letter becomes nerve-wracking sometimes for many people. I have seen many of my friends perplexed when transitioning from one job to another. They do not know what to write and how to write a resignation letter effectively.
Because it is important to be transparent about any reasons for leaving a job. So let’s discuss what to include in a resignation letter and what not.
What Should a Resignation Letter Contain?
It’s essential to carefully consider what to say in a resignation letter, what reasons you should mention while leaving your current company, as well as what you want to share with your new employer during the joining formalities.
Here’s what to put in a resignation letter:
#1 Say Thank You:
In the resignation letter, you should start by saying thank you to the person you work for. You should tell your employer how much you appreciated the chance to work with them and all the things you learned during your time on the job.
#2 Tell When is Your Last Day of Working:
You need to tell the employer the last day you will work for them. It’s like saying, “Hey, I won’t be able to do this job after this date.” This helps the concerned person or HR know when the job will end.
#3 Reason (Optional):
Sometimes, you might want to say why you are leaving, but you don’t have to if you don’t want to. If you do share a reason, it should be something positive.
#4 Be Respectful:
The letter should always be polite and respectful, no matter what happened at the job. Being respectful is essential.
#5 Offer Help:
It’s a good idea to offer help before leaving. They can say that you are willing to help the person find someone else to do the job or finish up some work to make things easier.
#6 Share Contact Information:
You should give your contact details so that any team members can reach out to you if needed, even after you stop working.
Now, let’s check out what you should not include in your resignation letter.
What Your Letter of Resignation Should Not Cover:
When you write a letter of resignation, there are some things you should not include in the letter. Here’s a list of what to avoid:
Negative Remarks:
Don’t write about any bad experiences or complaints you had about the company, the people you worked with, or the job itself. Keep your letter positive and friendly.
Personal Details:
The resignation letter should focus only on your professional decision to leave the job. There’s no need to talk about personal stuff or reasons for leaving that you want to keep private.
Long Explanations:
The letter should be short and to the point. You don’t need to write a long story about why you’re leaving. Just a simple and clear message is enough.
Unprofessional Language:
Always use proper and respectful words in your letter. Avoid using slang or informal language like you might use with friends. It’s essential to be professional.
Unprofessional Demands:
Don’t ask for anything unreasonable in the letter. Avoid making demands or requests that are not appropriate for a resignation letter.
So, that’s what your resignation letter should not cover! Keep it positive, professional, and respectful.
How to Write a Resignation Letter
When you write a resignation letter, it’s a good idea to focus on the positive aspects of your current job and highlight the skills, experiences, and relationships you have built with your colleagues. At the same time, you have to be very clear about any reasons for leaving your current job. It’s pretty simple. I will explain “How to write a letter of resignation effectively” in two parts. First, I will talk about how to start a resignation letter, and then I will learn about how to end a resignation letter.
How to Start a Resignation Letter
Below is the step-by-step information to start a resignation letter professionally:
- Say Who You’re Writing To: When you write a resignation letter, you start by saying who you’re talking to, like your boss or manager. e.g. Dear Employer’s Name
- Tell You’re Leaving: Next, you say that you are leaving your job. You tell them you won’t work there anymore.
- When You Leave: You also write the date when you’ll stop working there. And you say how much time you’ll still work before leaving, usually two weeks.
- Say “Thank You”: You thank your boss for letting you work there and for everything you learned. Thank your colleagues as well.
How to End a Resignation Letter
Here is how to end a resignation letter professionally, step by step:
- Offer Help: You say that you’ll help your boss before you go. If they need anything, you’ll be there to help them.
- Say “Thank You” Again: You thank your boss one more time. You say you’re grateful for the chance to work with them.
- Goodbye: At the end, you write a nice goodbye, like “Sincerely,” and then write your name.
- Write the Date: Finally, you write the date when you’re writing the letter at the very end.
Remember, be kind and friendly in your letter because it’s a way to be nice to your company, especially your boss, and show that you’re leaving in a good way.
So, what is a good example of a resignation letter?
Here’s the sample resignation letter:
Sub Line: Resignation Letter from [Your Name, Designation & Effective Date]
Dear [Your Boss’s Name],
I hope this letter finds you well. I am writing to formally announce my resignation from the position of [Your Job Title] at [Company Name]. My last day of work will be [Your Last Day], providing a two-week notice period as required.
I have been fortunate to work with such an amazing team and have had valuable experiences during my time at [Company Name]. However, after careful consideration, I have been presented with an opportunity for career advancement that aligns perfectly with my long-term goals and aspirations.
I want to express my gratitude for the wonderful opportunities and experiences I’ve had during my time at [Company Name]. I have learned so much and will always cherish the memories I’ve made here.
I am committed to making this transition as smooth as possible, and I am more than happy to assist in training my replacement and help with any tasks during my remaining time here.
I want to thank you for being a supportive and understanding manager throughout my journey with [Company Name]. Your guidance and encouragement have been invaluable.
I wish [Company Name] continued success in the future and hope to stay in touch with the amazing colleagues I’ve had the pleasure of working with.
Thank you again for everything.
Sincerely,
[Your Name]
As discussed earlier, reasons for resignation may vary. Now, let me give you some letter of resignation templates for different situations.
IMP. The subject line matters the most when you write a resignation letter. We have written an amazing post covering 20+ resignation email subject lines. Read this post “How to Write a Resignation Email Subject Line: 20+ Examples“.
5 Resignation Letter Templates
To make your writing easier, I am sharing five fantastic resignation letter templates for different situations! Whether you’re looking for a basic resignation, showing gratitude, giving short notice, making a career change, or pursuing entrepreneurship, Triple Outlook’s this blog has got you covered!
#1 Basic Resignation Letter Template
Reason: Career Advancement
Dear [Employer’s Name],
I am writing this letter to express my sincere gratitude for the opportunity to work at [Company Name]. It has been an incredible journey, and I am thankful for all the valuable experiences and knowledge I’ve gained during my time here.
However, after careful consideration, I have decided to pursue new challenges and opportunities in my career. Therefore, I am resigning from my position, and my last working day will be [Last Working Day, usually two weeks from the date of the letter].
I am committed to making this transition as smooth as possible, and I am willing to assist in any way I can during the handover process.
Thank you once again for everything.
Best regards,
[Your Name]
#2 Short Notice Resignation Letter Template:
Reason: Short Notice due to personal reasons
Dear [Employer’s Name],
I am writing to inform you that I am resigning from my position at [Company Name], effective [Last Working Day, which should be as soon as possible].
I apologize for the short notice, but I have some personal circumstances that require my immediate attention. I am committed to completing any pending tasks and ensuring a smooth transition.
Thank you for your understanding.
Sincerely,
[Your Name]
#3 Career Change Resignation Letter Template:
Reason: Career change
Dear [Employer’s Name],
I hope this letter finds you well. I am writing to inform you that I have made the difficult decision to resign from my position at [Company Name]. My last day of work will be [Last Working Day, usually two weeks from the date of the letter].
This decision comes after much reflection and consideration. I have realized that my career goals and aspirations have evolved, and I am now looking to pursue a new path in my professional journey. While I have cherished my time at [Company Name] and appreciate all the experiences I’ve gained, I believe this career change is necessary for my personal growth and development.
I want to express my heartfelt gratitude for the opportunities provided to me during my tenure here. I am thankful for the support, encouragement, and camaraderie I’ve received from you and the entire team. Working at [Company Name] has been a valuable learning experience that I will carry with me throughout my career.
I am committed to ensuring a smooth transition during this period of change. I am willing to assist in training my replacement and completing any pending projects to the best of my abilities.
I leave with fond memories of my time at [Company Name] and deep appreciation for the relationships I’ve built. I will always hold the team in high regard and am confident that our paths may cross again in the future.
Thank you for your understanding and support. If there’s anything I can do to help during this transition, please feel free to reach out.
Wishing [Company Name] continued success and prosperity.
Sincerely,
[Your Name]
#4 Lack of Growth Opportunities Resignation Letter Template
Reason: Lack of recognition and growth opportunities
Dear [Employer’s Name],
I hope this letter finds you well. I am writing to inform you that I have made the difficult decision to resign from my position at [Company Name]. My last day of work will be [Last Working Day, usually two weeks from the date of the letter].
Over the course of my time at [Company Name], I have had the opportunity to work with some wonderful colleagues and be a part of exciting projects. However, after careful consideration, I believe it is time for me to seek new challenges and opportunities for personal and professional growth.
One of the main reasons behind my decision is the lack of recognition and growth opportunities that I have experienced during my tenure here. While I have put in my best efforts to contribute to the success of the company, I feel that my contributions have not been fully acknowledged or utilized to their potential.
I value continuous learning and development, and unfortunately, I haven’t had the chance to explore my full potential and expand my skills as much as I had hoped. As such, I believe it is in my best interest to explore other avenues where I can thrive and make a meaningful impact.
I want to express my gratitude for the support and opportunities provided by [Company Name]. I have learned a great deal during my time here, and I am grateful for the experiences that have shaped me both personally and professionally.
I am committed to ensuring a smooth transition during my remaining time at [Company Name]. I am willing to assist in training my replacement and completing any ongoing projects to the best of my abilities.
While I am sad to leave, I am also excited about the new possibilities that lie ahead. I genuinely hope that my departure can serve as feedback to help [Company Name] in fostering an environment where employees feel recognized and have ample opportunities to grow and thrive.
Thank you for your understanding and support during this period of transition. I have genuinely appreciated being a part of [Company Name] and wish the team continued success in all endeavors.
Sincerely,
[Your Name]
#5 Business – Resignation Letter Template
Reason: Want to start a business
Dear [Employer’s Name],
I hope this letter finds you well. I am writing to inform you that I have decided to resign from my position at [Company Name]. My last day of work will be [Last Working Day, usually two weeks from the date of the letter].
This decision comes with a mix of excitement and gratitude as I have made the choice to pursue my entrepreneurial dreams. I have always had a passion for creating and innovating, and I believe now is the right time for me to embark on this new journey of starting my own business.
I am incredibly grateful for the opportunities and experiences I have had while working at [Company Name]. The support and guidance I have received from you and the entire team have been invaluable in shaping my professional growth.
As I venture into entrepreneurship, I carry with me the knowledge and skills I have acquired during my time at [Company Name]. I am confident that these experiences will serve as a solid foundation for my entrepreneurial endeavors.
I want to assure you that I am committed to ensuring a smooth transition during this period of change. I am willing to assist in training my replacement and completing any pending projects to the best of my abilities.
While I am sad to bid farewell to [Company Name], I am also excited about the new possibilities that await me. This decision was not an easy one, but I believe it is a necessary step in pursuing my passions and making a positive impact in my own way.
I want to express my heartfelt gratitude for the support and encouragement I have received throughout my journey at [Company Name]. I will always cherish the memories and the relationships I have built here.
Thank you for your understanding and support during this transition. I genuinely hope that our paths may cross again in the future, and I wish [Company Name] continued success in all its endeavors.
Sincerely,
[Your Name]
Conclusion
So now, armed with this valuable knowledge, you can confidently write your own resignation letter when the time comes.
You’ve now learned all about – how to write a resignation letter effectively. We covered some essential points that will help you say goodbye to your current job with grace and professionalism.
Always remember to stay positive, polite, and professional – it’s the key to leaving a positive impression and keeping doors open for future opportunities.
Farewell to your old job, and hello to exciting new beginnings! Embrace the change, and let your resignation letter speak volumes about the amazing professional you are. Best of luck on your journey, and remember, you’ve got this!
Until next time, happy writing! 😊
