The Ultimate Guide to Writing a Resignation Letter
Leaving a job can be challenging, but a well-crafted resignation letter can make the change easier for everyone involved.
In this article, discover everything you need to know on how to write a resignation letter.
The importance of a resignation letter
A resignation letter is a short, official letter that tells your boss you are leaving your job.
Whether you are ready to move onto a new chapter in your career, dealing with health issues, or addressing family matters, a well-written resignation letter helps you keep a good relationship with your employer, which is useful for when you need a reference for another job.
How to write a resignation letter
Here are some key things you should try to include in your resignation letter:
- A clear statement of resignation: Start by directly telling your employer that you’ve decided to quit (or “resign”). This makes your intentions clear from the beginning.
- Your last working day: Include the exact date of your last working day following your notice period—this helps your employer plan for your departure.
- Your gratitude: Express gratitude for the opportunities and experiences you’ve had. This leaves a positive impression and recognises the support you have received while working there.
- Your reason for leaving: You don’t have to include this, but a brief explanation about your decision to leave can provide context and clarity.
- Offer to help with the handover: Again, you don’t have to do this, but it can show your commitment to making sure your responsibilities are fully explained to the person who will be replacing you.
Things to avoid doing
When writing your resignation letter, steer clear of these common mistakes to keep the process as professional as possible.
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Being negative: It’s crucial to keep your resignation letter positive, even if you’re leaving because of a bad experience. A negative tone can damage your professional relationships and future references.
For more tips on how to deal with a challenging situation at work, take a look at our article: From Conflict to Collaboration: How to Manage Difficult Conversations at Work
- Using confusing language: Clear communication is key, otherwise it can lead to confusion about your intent to resign and your last working day.
- Giving overly detailed explanations: There’s no need to provide too much detail about why you are leaving. A brief and professional explanation is all you need.
- Forgetting key details: Leaving out essential details (like your last working day) can cause confusion. Make sure you include all relevant details to keep the process as smooth as possible.
Resignation letter templates
Let’s explore some resignation letter templates for different situations. You can customise them to suit your needs.
Resignation letter template for a new job
[Date that you are sending the letter]
Dear [Your Manager’s Name],
I am writing to inform you of my intention to resign from my position as [Job Title] at [Company Name]. My final day of work will be [date of last working day], marking the end of my [1 month] notice period, as required by my employment contract.
This decision was not easy, but I have accepted another offer that aligns with my long-term career goals. I have enjoyed my time at [Company Name] and appreciate the support and opportunities I’ve been given.
Please note that I am willing to assist in the transition period to ensure a smooth handover. Please let me know how I can help.
Thank you for everything.
Kind regards,
[Your Name]
Resignation letter template for health reasons
[Date you’re sending the letter]
Dear [Your Manager’s Name],
I am writing to inform you of my decision to leave my position as [Job Title]. Please accept this letter as formal notification of my resignation from [Company Name], effective [date of last working day].
I am grateful for the opportunities and experiences I have had during my time at [Company Name], it has been a pleasure to work with such a committed team. Unfortunately, my health is such that I cannot continue in my role.
Please let me know how I can assist you during this changeover period. I am committed to ensuring a smooth handover of my responsibilities.
Thank you for your understanding.
Kind regards,
[Your Name]
Resignation letter template for family circumstances
[Date you’re sending the letter]
Dear [Your Manager’s Name],
I am writing to inform you of my resignation from my position as [Job Title] at [Company Name], effective [date of last working day]. This decision comes after much thought and consideration, as I need to focus on family circumstances that require my full attention.
Working at [Company Name] has been a rewarding experience, and I am grateful for the support I have received. I will do everything possible to ensure a smooth transition and to assist my replacement in taking over my duties.
Thank you for your understanding.
Kind regards,
[Your Name]
Bid farewell like a pro
Writing a resignation letter doesn’t have to be daunting. With these tips and templates, you can craft a professional resignation letter that helps you maintain a positive relationship with your employer.
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