In the professional world, it’s important to leave a job on good terms, and a well-written resignation letter can help achieve that. This resignation letter template provides a structured format and guidance for crafting a formal and professional resignation letter. Whether you’re moving on to a new opportunity or simply seeking a change, this template will ensure that you leave your current position with grace and professionalism.

Resignation Letter Sample Template

With our resignation letter sample, you have the basics to write your resignation letter. You can send an email resignation or hand it in as a physical letter. We always recommend getting a proof of receipt from the other party. Download our resignation letter sample for free.

Note: To be sure everything is up-to-date, contact a lawyer.

What is a Resignation Letter?

A letter of resignation is a formal document submitted by an employee to their employer, informing them of the employee’s decision to leave the company. It typically includes the employee’s intention to resign, the date of their last working day, and may also express gratitude for the opportunities and experiences gained while working for the company. A well-written letter resignation is essential, as it serves as a professional courtesy and can help maintain a positive relationship with the employer and colleagues. Because you never know if you see the same people again and need their help.

Key Elements to Include

Date of the Letter

Begin your letter of resignation by including the date at the top of the page. This provides a clear record of when the letter was written and submitted.

Example:

June 12, 2024

Formal Salutation

Address your letter to your immediate supervisor or manager. Use a formal salutation such as “Dear [Manager’s Name],”.

Examples:

  1. Dear Mr. Smith,
  2. Dear Ms. Johnson,
  3. Dear Dr. Brown,

Statement of Resignation

Clearly state your intention to resign from your position. Be straightforward and concise.

Examples:

  1. I am writing to formally resign from my position as Marketing Manager at XYZ Corporation, effective two weeks from today.
  2. Please accept this letter as my formal resignation from my role as Software Engineer at ABC Tech, effective at the close of business on February 1, 2023.
  3. This letter serves as my official notice of resignation from the position of Sales Associate at Retail Co., effective March 15, 2024.
  4. I am resigning from my role as Project Coordinator at Construction Solutions, with my last working day being April 30, 2024.

Last Working Day

Include the date of your last working day. This helps your employer plan for your departure and start the transition process.

Examples:

  1. My last working day will be date XYZ.
  2. My final day of work will be date XYZ.
  3. I will be concluding my duties on date XYZ.
  4. My last day in the office will be date XYZ.

Reason for Resignation (Optional)

You may choose to briefly mention the reason for your resignation. This is optional and should be kept brief and professional. It’s often better to don’t mention this in your job resignation letter, as we tend to get there to emotional, if we had a bad relationship with our supervisor or colleagues.

Examples:

  1. I have decided to pursue a new opportunity that aligns more closely with my career goals.
  2. I am resigning due to personal reasons that require my immediate attention.
  3. After careful consideration, I have accepted a position at another company that offers growth opportunities aligned with my career aspirations.
  4. Due to family commitments, I need to step down from my role to focus on personal matters.

Expressions of Gratitude (optional)

Express your gratitude for the opportunities and experiences you’ve had while working with the company. This helps maintain a positive tone.

Examples:

  1. I am grateful for the opportunities I have had to grow professionally and personally during my time at XYZ Corporation. The support and guidance from you and the team have been invaluable.
  2. Working at ABC Tech has been a tremendous experience, and I am thankful for the professional development and support I received from my colleagues and supervisors.
  3. I appreciate the chance to work at Retail Co., where I have developed valuable skills and formed meaningful relationships.
  4. I want to thank Construction Solutions for the opportunities provided to me during my tenure. The experience has been rewarding and enriching.

Offer to Assist with Transition (optional)

Offer your assistance during the transition period. This could include training your replacement or helping with the transfer of your responsibilities.

Examples:

  1. I am committed to ensuring a smooth transition and am willing to assist in training my replacement or helping in any way that will facilitate the process.
  2. I am more than willing to help with the transition process and can be available to train my replacement and provide support during this time.
  3. To ensure a smooth handover, I am prepared to assist in the transition and can be available for consultations as needed.
  4. I am dedicated to making the transition as seamless as possible and am happy to help with training and transferring my responsibilities.

Professional Closing

Close your letter with a formal sign-off such as “Sincerely” or “Best regards,” followed by your signature and printed name.

Examples:

  1. Sincerely,
    Jane Doe
  2. Best regards,
    John Smith
  3. Yours faithfully,
    Emily White
  4. Respectfully,
    Michael Green

What Not to Include in Your Resignation Letter

When writing a letter of resignation, it is important not to include any negative or critical comments about the company, colleagues, or management. Avoid discussing personal grievances or complaints. Refrain from including specific details about future job prospects or reasons for leaving that may be considered inappropriate or unprofessional. Instead, focus on expressing gratitude for the opportunities and experiences gained while working for the company, and maintain a professional and respectful tone throughout the letter.

Common Mistakes to Avoid

Negative Comments

Avoid any negative remarks about your current employer or colleagues. Keep the tone positive and professional.

Detailed Explanations

Do not go into extensive detail about why you are leaving. A brief mention, if any, is sufficient.

Legal and Policy Issues

Ensure that your resignation letter complies with company policies and employment laws to avoid potential legal repercussions. It is advisable to have the letter reviewed by a legal professional or HR specialist to ensure accuracy and fairness.

Inflammatory Language

Avoid using any inflammatory or accusatory language. Keep the letter respectful and professional.

By following this structured approach and avoiding common pitfalls, you can ensure that your resignation letter is professional, respectful, and effective in maintaining a positive relationship with your employer.

What’s next?

If you’re not already have a job, we recommend you to prepare your CV and get some good headshots for LinkedIn and your CV. The best way to do it, is with our AI Headshot Generator, as it’s cheaper and faster as going to a photographer.

Use Cases for our Generator