Free Resignation Letter Template + How to Write Yours
Quitting your job for a new opportunity can be a difficult decision. While you’re excited about your future, parting ways with your current employer can be difficult.
A good resignation letter can make this process easier by ensuring a smooth transition out of your current role.
But what makes a good resignation letter? Well, that’s what we’ll discuss in this article.
We’ll do our best to make this process as simple as possible so you can get on with the exciting new chapter.
We’ve also included a resignation letter template to get you started.
What is a Resignation Letter?
It’s a formal letter that tells your employer that you are leaving your job. In a way, it is the opposite of a termination letter.
Typically, it’s a short document letting your company know about your decision to resign. It also includes a date when you plan to leave and a brief reason for leaving.
It is your official notice to your superior whether you’re moving on to a new role, going back to school, or anything in between.
So, what’s the big deal then? Why should you even put a thought into writing a good letter? You’re quitting anyway, right?
Well, there’s a bit more to this story!
A good formal resignation letter is your chance to go out on a high note. A well-written letter opens doors for future job opportunities and keeps your relationships strong.
Plus, it’s a respectful way to make sure you’re not leaving your team and employer high and dry.
Key Elements of a Resignation Letter Template
Writing a resignation letter may seem challenging and even awkward at first.
But you can make it easy by splitting it up into sections.
Type the letter or scan your handwritten letter and send it as an email attachment.
Here are the main elements you should include in your letter:
Greeting
Start with a simple greeting. It does not have to be very formal but remember to be respectful toward your supervisor or manager.
A simple “Dear [Manager’s Name]” will be appropriate.
It sets the tone for the rest of the letter and helps you end the relationship on a courteous note.
Resignation Notification & Departure Date
Your formal notification of resignation is the heart of the letter. You must clearly say that you resign and notify them of your leaving date.
For instance, you can say: “I am writing to notify you that I am resigning from my position as [Your Job Title]. My last working day will be [Date]”.
A specific date is important because it will allow your employer to plan the transition.
Details about Resignation
You do not have to say a lot in this section. A brief explanation of your current decision is enough when submitting your resignation notice.
Be polite and concise whether you resign because you have a new opportunity or decide to take time off. If you don’t feel like sharing too much information about it, simply say you’re moving on “For personal reasons.”
Express Thanks
Always express gratitude to your employer when writing a resignation letter. It can be something as simple as “I would like to thank you for the opportunity I had while working here.”
It is always nice to appreciate the employer, even if everything wasn’t perfect. It’s a small gesture that’ll help you maintain a good relationship.
Transition Details
Always offer to help with the transition process.
You can say something like, “I am happy to help train my replacement or ensure that any ongoing projects are smoothly handed off.”
It shows that you are professional and care about the team you are leaving.
Well Wishes & Contact Information
It is always nice to wish success to the company and your colleagues in the final part of the letter.
Just say, “I wish your company, the team and you continued success in the future.”
It’s a small line, but it has a huge impact.
Include your contact information if you would like to stay in touch. You never know when your paths might cross, and you might need a reference.
It’s a small world, after all!
Signature
Sign your name at the bottom (wet signature) if you’re sending a printed letter.
For emails, you can use a tool like Signaturely to get a professional digital signature. Signaturely takes care of adding a nice, polished, professional signature for all your digital communications.
You can go out on a positive, professional note when you include all these elements in your resignation letter.
What Not to Include in a Resignation Letter?
Your resignation letter should be professional and cordial. The last thing you want to do is come off as arrogant and ungrateful.
Here are some common mistakes you should avoid at all costs:
Too Much Detail
You might be tempted to explain why you left. And while mentioning the reason is perfectly okay, you have to keep it short.
You don’t need to talk about your future plans or get into the details of why you made the decision.
Keep it simple and stay professional.
Future Opportunities
You might be excited to move on to your next career, but you don’t have to announce it in a resignation letter.
If you want to speak to colleagues or your boss in person about your next steps, by all means, go right ahead. But your resignation letter isn’t the place for this discussion.
Keep it simple and leave on a clean break.
Complaints & Criticism
If you hate your company or your job, don’t vent about it in your resignation letter.
Never use your resignation letter to complain or criticize your organization (or your boss). Doing so will make you look petty and unprofessional.
If your experience wasn’t even close to perfect, don’t end it on a sour note.
How to Write a Resignation Letter to Leave in Good Standing
A well-written and professional resignation letter can help you leave in good standing with your employer and coworkers.
Here are a few tips if you want to get it right and keep those professional bridges intact:
Keep it Concise
Your resignation letter doesn’t need to be long. In fact, you should work to keep it short and to the point.
You only need to cover the essentials:
- The date of your last working day
- Your decision to resign, and
- A short thank you
A concise letter shows that you respect your employer’s time.
Use Respectful Language
Even if you’re resigning on less-than-ideal terms, you have to have a respectful tone throughout your resignation letter.
Polite and professional language helps you appear mature and tap out on a good note. Simple phrases such as “Thank you for the opportunity” or “I have enjoyed my time here” mean a great deal in leaving a positive impression.
Give Proper Notice (When Required)
Don’t forget to mention a two weeks notice letter in your resignation. The notice gives your employer time to plan for your replacement or have you transition your responsibilities.
It’s a nice gesture to let your employer know that you want to ensure that the company’s needs are met before you go.
Always Be Professional
Professionalism is critical throughout the resignation process. Don’t gossip or speak poorly about the company, and never leave your team hanging.
If you are professional during your last days, people will remember you as someone who handled their resignation with grace.
3 Resignation Letter Examples
Alright, let’s talk about how to write a perfect resignation letter for different scenarios by looking at some of the best resignation letter examples.
Here are 3 sample resignation letters for different situations to help you get started:
1. Standard Resignation Letter
This is the simplest type of letter of resignation.
It’s a perfect resignation letter template to use if you’re going away under normal circumstances. By that, we mean that you didn’t have any significant issues.
It is simple, polite, and keeps you open for future connections.
Dear [Manager’s Name],
I am writing to formally resign as [Your Job Title] at [Company Name]. My last day will be [your last working day].
I’m grateful for the experience I’ve had at [Company name] and the chance to work with such a talented team. I appreciate all the support and growth opportunities and feel privileged to have worked with such a fantastic team.
I look forward to hearing from you about how I can support the team during my transition period and smoothly handover my responsibilities. I am willing to help train a replacement or finish what’s left.
Again, thank you for everything, and I wish [Company Name] success in the future.
Sincerely,
[Your Name]
2. Resignation Letter to Pursue a New Role
Here is a resignation letter example if you’re leaving because you’ve accepted a new job or are pursuing a different career path.
You’ll notice that this letter is a bit more detailed than a standard resignation letter. You can modify it if you want to include a bit more about the new position or your reasons for leaving the company.
Dear [Manager’s Name],
I regret to inform you that I have resigned as [Your Job Title] at [Company Name], and my last working day will be [Last Working Day]. I’ve decided to take on a new opportunity that will help me achieve my long-term career goals.
It wasn’t an easy decision, as I have really enjoyed working with you and the rest of the team. I want to thank you for giving me a fantastic opportunity to grow personally and professionally here with [Company Name].
I want you to know that I am determined to make this as easy a transition as possible. I am happy to help in any way I can to hand over my duties and put the team in a position to succeed moving forward.
Thank you again for your support, and I hope we will stay in touch going forward.
Sincerely,
[Your Name]
3. Resignation Letter When It’s Not Working Out
Not every job is the perfect fit, and that’s okay. Even if things haven’t gone smoothly, you should still keep your resignation letter polite and professional. Reviewing various resignation letter samples can help you maintain professionalism, express gratitude, and offer context for leaving.
Don’t go into detail about the problems you’ve had, and keep the tone positive.
Here is a sample resignation letter template to get you started:
Dear [Manager’s Name],
Please accept my resignation as [Your Job Title] at [Company Name], effective [Last Working Day].
After some reflection, I’ve decided that this role is not the right fit for me anymore, and I think it’s best for me and for the company that I move on. I want to thank the team for the opportunity to work with them and the experiences I’ve had here.
This decision wasn’t easy, but I think it’s the right step for me right now. I am committed to making my transition as smooth as possible and am happy to help with any necessary handovers or training before I leave.
I hope the team and the company will be successful in the future, and thank you for your understanding.
Sincerely,
[Your Name]
Regardless of your situation, always keep your letter respectful and professional. Remember, a resignation letter is more than just a formality; it’s a reflection of who you are and how you make key career changes.
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Resignation Letter
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What You Need to Remember for a Resignation Letter Template
Resignation letter templates can help ensure your resignation letter is professional, short, and polite. Include your resignation date, the reason, if any, and your gratitude. Offer to help with the transition. Be positive and respectful, and go off on good terms.
FAQs About Resignation Letters
Do you have to give a reason for resignation?
You don’t have to give a reason for your resignation. Your letter can be short and just say that you’re leaving. If you want to share why you’re going, remember to keep it professional and concise.
How do I write a simple resignation letter?
A simple resignation letter to your manager should tell them you’re resigning and what your last working day will be. You should thank them and offer to help with the transition. Use a tool like Signaturely to verify your signature and make it official.
How do you resign respectfully?
Give proper notice, write a polite resignation letter, and offer to help with the transition to resign respectfully. Maintain professionalism in your letters and conversations. Avoid negative comments, and express gratitude for the opportunity you’ve had.
What is the best template for a resignation letter?
The best resignation letter template should have a greeting, a clear statement of your resignation, the date of your last working day, and a brief thank you. End the letter with the right type of signature.
What is the best wording for a resignation letter?
The best wording for a resignation letter is clear, polite, and professional. Keep it respectful and brief.
Free Resignation Letter Template
Resignation Letter Template
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Employer’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Employer’s Name],
I am writing to formally announce my resignation from my position at [Company Name], effective [last working day, typically two weeks from the date above]. This decision was not made lightly and comes after careful consideration of my career goals and personal aspirations.
During my time at [Company Name], I have gained valuable skills and experience, for which I am truly grateful. I have enjoyed working with the supportive team and contributing to the company’s projects and goals. However, I feel it is time for me to move on to new opportunities and challenges.
Please let me know how I can help during the transition period. I am willing to assist in training my replacement and will ensure that all my responsibilities are up to date before my departure.
Thank you once again for the opportunity to be a part of [Company Name]. I look forward to staying in touch, and I hope our paths cross again in the future.
Sincerely,
[Your Name]
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