What is a Resignation Letter and How to Write One?

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Posted by Aarna Tiwari Jul 23, 2024

Leaving a job, whether it’s your first position out of college or an internship, is a significant step in your career journey. One crucial aspect of this process is writing a professional resignation letter.

This guide will walk you through the resignation letter format, provide resignation letter samples, and offer tips on how to write a leaving notice that maintains positive relationships with your soon-to-be-former employers.

Table of Contents

Why Writing a Resignation Letter is Important

Before we delve into how to draft a resignation letter, let’s understand why it’s essential:

Professionalism: A well-written resignation letter demonstrates your professionalism and respect for your employer.
Documentation: It provides a formal record of your intention to leave the company.
Positive relationships: A thoughtful resignation letter can help maintain good relationships with your colleagues and supervisors.
Future references: A professional exit can ensure positive references for future job opportunities.
Clarity: It communicates your last day of work and any transition plans.

Simple Resignation Letter Format

Understanding the proper resignation letter format is crucial. Here’s a basic structure to follow:

Header: Include your contact information, the date, and the recipient’s contact information.
Salutation: Address the letter to your immediate supervisor or HR manager.
Statement of resignation: Clearly state your intention to resign and your last working day.
Reason for leaving (optional): Briefly mention your reason if you feel it’s appropriate.
Expression of gratitude: Thank your employer for the opportunities provided.
Transition details: Offer assistance in ensuring a smooth transition.
Closing: Use a professional closing, followed by your signature.

Now, let’s break down each of these elements in more detail.

How to Draft a Resignation Letter: Step-by-Step Guide

Follow the step-by-step guide to write a resignation letter for your first job or internship:

Header

Start with your contact information:

[Your Name]

[Your Address]

[Your City, State ZIP Code]

[Your Phone Number]

[Your Email]

[Date]

[Recipient’s Name]

[Their Job Title]

[Company Name]

[Company Address]

[City, State ZIP Code]

Salutation

Begin with a formal salutation:

“Dear [Mr./Ms. Last Name],” or “Dear [First Name],” if you have a more casual relationship.

Statement of Resignation

In the first paragraph, clearly state your intention to resign and specify your last working day:

“I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].”

Reason for Leaving (Optional)

If you choose to include your reason for leaving, keep it brief and positive:

“I have accepted a position at another company that will further my growth and development in my career.”

Or, for students returning to school:

“I will be returning to [University Name] to continue my studies in [Field of Study].”

Expression of Gratitude

Show appreciation for the opportunities you’ve had:

“I am grateful for the opportunities for professional and personal development that you have provided me during the last [time period]. I have enjoyed working for [Company Name] and appreciate the support provided me during my tenure with the company.”

Transition Details

Offer to help with the transition:

“Please let me know how I can help during this transition. I intend to do everything possible to make sure that my departure is smooth and to ensure that all my responsibilities are properly transferred.”

Closing

End your letter professionally:

“Thank you again for the opportunity to work in this position for the past [time period]. I wish you and the company all the best in the future.

Sincerely,

[Your Signature]

[Your Typed Name]”

How to Write a Resignation Letter Email

In today’s digital age, you might need to know how to write a resignation letter email. The format is similar to a traditional letter, but with a few key differences:

Subject Line: Use a clear, professional subject line such as “Resignation – [Your Name]”
Email Body: Follow the same structure as a traditional resignation letter, but you can omit the header with contact information.
Attachments: Consider attaching a formal resignation letter as a PDF to the email.
Proofreading: Double-check for any errors before sending, as emails can be forwarded easily within the company.

How to Write Resignation Mail to Manager

When writing a resignation email specifically to your manager, consider these additional tips:

Be prompt: Send the email as soon as you’ve made your decision to resign.
Be personal: Acknowledge your working relationship with your manager.
Request a meeting: Offer to discuss your resignation in person if possible.
Follow up: If you don’t receive a response within a day or two, follow up politely.

Resignation Letter Sample

Here’s a resignation letter sample that incorporates all the elements we’ve discussed:

[Your Name]

[Your Address]

[Your City, State ZIP Code]

[Your Phone Number]

[Your Email]

[Date]

[Manager’s Name]

[Their Job Title]

[Company Name]

[Company Address]

[City, State ZIP Code]

Dear [Mr./Ms. Last Name],

I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].

I have recently accepted a position at another company that will further my growth and development in my career. I am grateful for the opportunities for professional and personal development that you have provided me during the last [time period]. I have enjoyed working for [Company Name] and appreciate the support provided to me during my tenure with the company.

Please let me know how I can help during this transition. I intend to do everything possible to make sure that my departure is smooth and to ensure that all my responsibilities are properly transferred.

Thank you again for the opportunity to work in this position for the past [time period]. I wish you and the company all the best in the future.

Sincerely,

[Your Signature]

[Your Typed Name]

Resignation Letter Format in Word

Writing a professional resignation letter is a crucial step in your career transition. Whether you’re moving to a new job opportunity or making a career change, knowing how to write an effective resignation letter helps maintain positive relationships with your current employer and ensures a smooth departure.

Here’s a sample resignation letter format in word:

[Your Name]

[Your Address]

[City, State ZIP]

[Email]

[Phone]

[Date]

[Manager’s Name]

[Title] [Company Name]

[Company Address]

[City, State ZIP]

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company Name], effective [Date – typically two weeks from today].

I want to thank you for the opportunities for professional and personal development that you have provided me during the last [time period] at [Company Name]. I have enjoyed working for the company and value the support provided to me during my tenure with the company.

During my remaining time at the company, I will do everything possible to wrap up my pending projects and ensure a smooth transition of my responsibilities. Please let me know if there is anything else I can do to aid during the transition.

I wish you and the company all the best for the future.

Sincerely,

[Your Signature]

[Your Typed Name]

How to Write a Leaving Notice: Additional Considerations

While the resignation letter is formal, you may also need to provide a more informal leave notice to your colleagues. Here are some tips:

Timing: Send this after you’ve formally resigned and your manager has informed the team.
Tone: Keep it positive and professional, but it can be more personal than your formal letter.
Contact Information: Offer your email to stay in touch.
Goodbye Plans: Mention any farewell gatherings if appropriate.

Common Mistakes to Avoid When Writing a Resignation Letter

Common mistakes include:

Being negative: Avoid criticizing the company, your boss, or colleagues.
Oversharing: Keep your reason for leaving brief and professional.
Neglecting transition plans: Always offer to help with the handover process.
Giving too little notice: One month to 90 days is standard, but check your contract.
Being emotional: Stay professional and composed in your letter.
Forgetting to say thank you: Always express gratitude for the opportunity.
Not proofreading: Check for errors before submitting your letter.

How to Write a Resignation Letter Example: Special Circumstances

While we’ve covered the standard resignation letter, there might be special circumstances that require a slightly different approach. Here are a few examples:

Resigning Due to Relocation

“I am writing to inform you that I will be resigning from my position as [Your Job Title], effective [Last Working Day]. My family and I will be relocating to [New City/State/Country] next month.”

Resigning for Health Reasons

“I regret to inform you that I am resigning from my position as [Your Job Title], effective [Last Working Day]. Due to recent health issues, I have been advised by my doctor to reduce my workload.”

Resigning to Return to School

“I am writing to notify you of my resignation from my position as [Your Job Title], effective [Last Working Day]. I will be returning to [University Name] to pursue further education in [Field of Study].”

Resigning During Probation Period

“I am writing to inform you of my decision to resign from my position as [Your Job Title] at [Company Name]. As I am still within the probationary period, my last day of work will be [Date, typically a week from the notice date].”

Resigning with Immediate Effect

“I regret to inform you that I am resigning from my position as [Your Job Title] with immediate effect due to [brief explanation if necessary]. I understand this is unconventional, and I apologize for any inconvenience this may cause.”

Tips for Writing a Resignation Letter as a College Student or Fresh Graduate

As a college student or recent graduate, you might feel intimidated about writing a resignation letter, especially if this is your first job. Here are some tips to help you:

Be honest: If you’re leaving for an internship or to focus on your studies, say so. Employers understand that students often have competing priorities.
Express gratitude: Even if the job was just a part-time gig, thank your employer for the opportunity and what you’ve learned.
Offer to train your replacement: This shows maturity and responsibility, which can lead to a good reference.
Keep it professional: Treat this as seriously as you would any other job resignation, regardless of the nature of the work.
Maintain connections: Ask about staying in touch or connecting on professional networking sites.

After Submitting Your Resignation Letter: What To Do Next?

Once you’ve submitted your resignation letter, there are a few more steps to ensure a smooth transition:

Prepare for an exit interview: Be ready to provide constructive feedback if asked.
Tie up loose ends: Complete ongoing projects or prepare detailed handover notes.
Return company property: Make sure to return any equipment, keys, or documents belonging to the company.
Update your resume: Add your most recent job responsibilities and achievements while they’re fresh in your mind.
Ask for a reference: If your departure is amicable, ask your supervisor if they’d be willing to serve as a reference for future job applications.

Writing a resignation letter is an important skill that you’ll likely use multiple times throughout your career. By following the resignation letter format outlined in this guide, using the resignation letter sample as a reference, and considering the tips on how to write a leaving notice, you’ll be well-equipped to handle this professional task with confidence.

Remember, how you leave a job is just as important as how you start one. A well-written resignation letter can help ensure you leave on good terms, maintaining valuable professional relationships that may benefit your career in the future.

FAQs on Resignation Letter

How do I write a resignation letter as a fresher?

To write a resignation letter as a fresher, include your intention to resign, last working day, a brief reason for leaving, gratitude for the opportunity, and offer to help with the transition. Use a professional tone and format. Follow the standard resignation letter format for clarity.

What should I include in my first resignation letter?

Your first resignation letter should include your formal intention to resign, last working day, a brief reason for leaving (optional), gratitude for the opportunity, and an offer to assist with the transition. Keep it professional and positive.

How do I write a resignation email to my manager?

When writing a resignation email to your manager, use a clear subject line, state your intention to resign, specify your last day, express gratitude, and offer transition assistance. Attach a formal resignation letter if required. Follow proper email etiquette.

What’s the best resignation letter format for a part-time job?

The resignation letter format for a part-time job is similar to full-time positions. Include your intention to resign, your last working day, your gratitude for the opportunity, and your offer to help with the transition. Keep it concise and professional, regardless of the job’s nature.

How much notice should I give in my resignation letter?

Typically, give two weeks’ notice in your resignation letter. However, check your contract or company policy for specific requirements. If you’re a key employee or in a senior position, consider offering more time for a smoother transition.

Should I mention my reason for leaving in the resignation letter?

Mentioning your reason for leaving in the resignation letter is optional. If you choose to include it, keep it brief and positive. Focus on future opportunities or personal growth rather than any negative aspects of your current job.

How do I write a resignation letter for an internship?

When writing a resignation letter for an internship, state your intention to leave, specify the end date, express gratitude for the learning opportunity, and offer to help with any transition. Keep it professional and positive, as you would for any job.

What’s the best way to hand in a resignation letter?

The best way to hand in a resignation letter is to schedule a meeting with your immediate supervisor. Inform them verbally of your decision to resign, then provide the written letter. Follow up with an email if required by company policy.

How do I write a resignation letter if I’m leaving for further studies?

In a resignation letter for leaving to pursue further studies, clearly state your intention to resign and your last working day. Mention your plan to continue education, express gratitude for the opportunity, and offer to assist with the transition.

What should I avoid in my resignation letter as a fresher?

As a fresher, avoid being negative, oversharing personal details, criticizing the company or colleagues, and using an unprofessional tone in your resignation letter. Don’t forget to proofread for errors and maintain a constructive, forward-looking approach.