How to Write a Resignation Letter

When it is time to say goodbye to your job, you have to be ready to do it the right way. The last impression is as important as the first one. Are you planning to leave your company soon? Have you found new job opportunities? If yes, you should consider writing a resignation letter to your soon-to-be former employer.

This article will focus on what should be included in the resignation letter, when it is better to send it, and what is the format of the resignation letter and big do’s and don’ts.

How to Write a Professional Resignation Letter

How to Write a Professional Resignation Letter

What Is a Resignation Letter?

A resignation letter, also known as a 2-week notice letter, is a short note which is sent or handed to the employer or hr by an employee who is going to leave their position soon. Usually, this letter is delivered no later than 14 days before the last day at work. Its main goal is to inform the management about the resignation in time, so they can find a new candidate and express gratitude for the time spent at the company in order to leave on a positive note. In short, it is a quitting notice letter with a thank you for the opportunity signature.

What to Include in a Resignation Letter

This type of letter has to be very short in length, and you need to be up to a point. But, at the same time, it is important to include crucial information and express gratitude within those few lines.

Resignation letter point checklist:

  • State your intent to resign at the beginning of the letter. Do not brag with introductions and get to the point – you are writing to inform that you want to leave the company. Additionally, consider mentioning the reason why you decided to leave. You do not have to go too far. Briefly describe the situation (new opportunities, family reasons, relocation etc.).
  • Mention your last working day date. Your employer should understand how much time they have to find the replacement and close all deals with you. Once again, you give the most important info right away.
  • Express your gratitude for working with your company. This might be an optional step if you write a resignation letter for a job you hate and cannot find the strength to thank for that experience. However, ending the work relationships with hard feelings might be tricky. You never know when you will meet your former employer again and how life will turn out. Treat people with kindness and simply say “thank you” without further descriptions. If you feel like saying more good things, go on.
  • Offer to help with the replacement and transition. It is common to offer your services in finding or training new employees who will be your replacement. Employee leaving the company is always short time stress. By helping to ease the process of transition and leave the company with a sense of respect.
  • Ask questions. If you have any questions about your final payments, benefits, or procedures, you may include them in the letter, especially if you send it to the HR manager.
  • Leave contact information. You have to state your email and phone number even though you might think your employer already has one. It is a formality that can make it much easier to reach you back.
  • Don’t forget your signature. A letter is a formal document you must sign in your words. Your signature should be above your typed name in case you hand in a hard copy letter. Simply type your name if you’re sending an email.
  • Send an email letter or/print and hand it in person. Even though everything is digitalized nowadays, it is always good to ensure that the letter arrives at the correct address. By hand-delivering your resignation letter, you may also show more respect and make sure your employer receives the note on time.

Resignation Letter Example

Here is a simplified version of the resignation letter you rely on while writing a resignation letter for your company. However, it is better not just to use the template and copy-paste the phrases but to add a personal touch, call real names, and remember true work cases. It will make some sincere.

John Brown

123 Main Street 

Anytown, ST 12345


[email protected]

Dear Mrs/Mr. Smith:

I am writing you to inform you about my resignation from my position as Product Manager, effective August 1, 2022. 

Thank you for those effective and rewarding 4 years I had to spend in the company. I am grateful for the knowledge and experience I gained working with you and my team on creating such useful products for our customers. 

I have grown efficiently here, and now it is time for me to search for new challenges in another place. Please let me know if I can assist with the transition. I am ready to train a replacement candidate or provide materials. All my ongoing projects will be completed within two weeks.

Do not hesitate to contact me at [email protected] if you have questions. It’s been a pleasure working with you.

Best Regards,

John Brown

The amount of words depends on you and how far you are ready to go with saying goodbye. Our advice is not to exceed 150 words. A resignation letter is a quick note that is more of a formality, so you do not need to write a cover letter for quitting your job because you do not need to impress anyone with your gratitude. You are simply being professional and polite.

Resignation Letter Do’s

  • Send the letter on time (at least 2 weeks before the last workday)
  • Keep it up to point and short
  • Express gratitude
  • Format accordingly
  • Check grammar and spelling
  • Print it and send it via email

Resignation Letter Don’ts

  • Provide hate speech about the company
  • Send an email with 1 sentence
  • Write a page-long memoir
  • Leave no signature or name
  • Make mistakes in personal and company information
  • Ignore the letter and leave without warning

In conclusion

Whether you are only looking for another job or have already found and got a new offer, you need to think about writing a simple short resignation letter. Being more of a professional gesture than an official document, a resignation letter may simplify and even make your work transition more pleasant. Stick to the golden rule of less is more and make sure to state the day, date, and reason for your resignation. Additionally, do not forget to thank for the time spent in the company.

Good luck with your next job!

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