How to Write a Resignation Letter: Basic and Effective Templates

Resignation Letter

A resignation letter is your formal notification to your employer that you are leaving your current position and organization.

The professional world is small enough. It gets even smaller when you are circling the same industry. The chances of you meeting your former employer, immediate manager, and colleagues are highly possible.

And the last thing you need is for that moment to be uncomfortable and awkward. It is therefore important to leave a lasting impression with a well-written resignation letter.

Resignation Letter 101

Regardless of why you need to leave the company – employee dissatisfaction, career growth, or the need for a long break, your resignation letter must remain professional and upbeat.

The right approach is to first inform your superior about your plans verbally and then hand in your resignation letter after a few days. You can also choose to inform your supervisor about the reason for your decision.

Resignation letters are best handed over to your Manager or your Leadership Team personally. This will allow you to close a chapter of your career in the proper manner.

What Are the Basics Of A Resignation Letter?

Resignation letters can be challenging to write. A well-thought-out resignation letter is specific, concise, succinct, and courteous.

And always professional.

What Does A Resignation Letter Include?

Writing your resignation letter would be easier if you had a guide of what needs to be included.

A good resignation letter always includes the following:

A clear and formal statement that you are resigning from the company. It should not be ambiguous or vague.

• There should be no room for any misunderstanding when it comes to your resignation in terms of intent and date.

The position that you will be vacating as of a specified date. It is encouraged that you give at least two weeks’ notice, so your company has some time to open a job requisition.

• If your organization has specific guidelines stated in your contract about resignation and the timeline, then adhere to these policies.

Say thank you – you might have thanked your boss when you first talked about resigning, but your resignation letter is also a suitable medium to express your thanks.

Be grateful for the opportunity to work with the organization and the experiences and lessons you’ve earned during your stay.

• Ideally, you paint a positive picture for everyone despite any hurdles and negativity you may have experienced in the past. This will also set the tone while you are serving your notice period.

Be proactive to share your exit strategy – assure your manager that you will help make the transition as seamless as possible.

• If you are in a supervisory role, give them your hand-off and endorsement plans. Let them know the key people to reach out to for specific responsibilities.

When you write your resignation letter, remember that you don’t need to explain anything further. The letter is more of an official FYI since you might have talked about your plans in length already when you first discussed your intention with your immediate supervisor.

How to Write a Resignation Letter

How to Write a Resignation Letter

Writing a resignation letter can be a little daunting but it is always best to follow a business letter format. This means that there should be an inch of margin on all sides.

Besides keeping your letter brief and the tone amicable, here is the proper way to write a resignation letter.

#1. Header – your resignation letter should start with you and your employer’s contact details. This includes your full name, the title you are holding, your company name, address, and phone number. You can add your and your company’s email address, too, but this is optional. After these, include the current date.

#2. Salutation – address your letter to your immediate supervisor or if your company has a dedicated department that handles all employee resignations, then address it to that department or to the head of that team.

#3. Paragraph 1 – indicate your intention of resigning from the company and include the effective date. It is best to get with your leadership or the HR team to understand the notice you need to provide as stipulated by your contract.

#4. Paragraph 2 – this part is optional, but you can share the reason you are leaving. Since this is purely voluntary, make sure that you keep the tone positive if you do share.

#5. Paragraph 3 – thank them for allowing you to be part of their organization. You can include here that you appreciated the experiences, work environment, or the invaluable support you got.

#6. Paragraph 4 – give them a quick summative of your exit plans. You can let them know that all pending deliverables are completed, or that endorsement and transition are ongoing.

#7. Close – it is recommended to use a formal but genuine sign-off like “Sincerely” or “Respectfully”.

#8. Signature – you can have your name type-written but make sure that your signature is hand-written. Use black ink when signing your letter.

Importance of Intent

Clearly stating your resignation letter’s intent ensures that there’s no room for any misinterpretation or misunderstanding on what you want to happen.

For a resignation letter, your primary purpose is to officially advise that you are leaving the company, express your thanks, and offer your support in any way.

Your intention should be clear that you are permanently leaving your current position effective on a particular date.

How to Format

Resignation letters are pretty standard, following a generally accepted format.

Thankfully, there are a lot of templates available today which you can use as reference. Some templates would even allow you to edit and just enter your information.

Here are steps on how to format your resignation letter:

#1. A resignation letter should always follow a business letter format.

#2. It should be no more than one page.

#3. Use traditional and business fonts like Calibri, Times New Roman, or Arial. Use the same font for the entire letter.

#4. Use a font size of 10, 11, or 12. Use the same font size throughout the letter.

#5. The text needs to be single-spaced.

#6. Observe a space in between paragraphs.

#7. Margins for the top, bottom, left, and right should be set to 1 inch.

#8. All text should be left-aligned.

#9. As much as possible, do not use a digital signature but personally sign your printed resignation letter.

Things to Remember

things to remember

You may want to share as much as you possibly can, but a resignation letter is not the medium to tell a story, justify your decision or air out your grievances. Its purpose is to make your exit from the company official, so here’s what to keep in mind when writing your resignation letter.

#1. Pay attention to the details you include.

#2. Consider the tone you are setting and the words you use.

#3. Keep your resignation letter professional and positive.

#4. A simple resignation letter is all you need to let your intentions known. Keeping it simple and brief leaves less room for mistakes and inappropriate content.

The contents of your letter can influence the reference and recommendation that your superior provides to your future employer.

Additionally, leaders of the same industry know each other. They may compete against one another, but they also network, so anything negative stated in your letter may go around.

Most importantly, you might work at the same company again in the future if there are better opportunities available or perhaps if a counteroffer was made. You don’t want to close any doors by putting in a resignation letter that may cause you to regret in the future.

Things to Avoid

According to Glassdoor, the common reasons why people leave their jobs and tender their resignation letters are:

• Employees don’t feel that their organizations support them

• Dissatisfaction with the compensation

• Insufficient rest and time-off

• Changes in the leadership

• Unrealistic goals and expectations

Irrespective of your reasons for quitting your current job, you must do it right because it is best not to burn any bridges in the process.

If you are aiming for a smoother departure, lesser to zero fallouts, and to move on with grace, then avoid the following in your resignation letter:

• Lengthy explanations

Your resignation letter is not the appropriate channel to air out your complaints or company grievances. Leave that for the exit interview.

• Airing your grievances

The last thing you need is to leave an impression that you are just a bitter, ungrateful, and incapable employee. It will also unintentionally portray you as someone who holds grudges. Instead, show your gratitude, at least even for the opportunity given to you.

• Bad-mouthing

A resignation letter is not where you express your negative views about your colleagues and especially your leadership team. Your personal opinions – no matter how true – are better left unsaid.

• Criticisms

Never drop names or involve anybody in your resignation letter. Your resignation letter is about you and not about the people you interacted, worked with, and reported to, so keep away from the blame game.

• Inappropriate language

Your language and your choice of words are a reflection of you. Therefore never write your resignation letter when you are upset and frustrated.

• Your future plans

Your career plans after you leave the company is entirely your business. It doesn’t concern your current employer, so it’s best to keep the information to yourself.

• Getting over-emotional

Good or bad; keep your emotions in check, including personal feelings and opinions. A simple thank you should suffice.

• Emojis

Emojis sure help in conveying your feelings but you don’t want them in your resignation letter. Your resignation letter is an official document so keep away the hearts, smileys, crying yellow faces, or angry red circles.

• Questions

Any questions you may have about your outstanding benefits, financial compensation, due dates, etc. are best asked to the HR representative. Asking these in your resignation letter is considered inappropriate.

• Threats

Threats are never welcome in a resignation letter, no matter what your reason. This will have a long-term impact on your career and even your reputation.

• Grammatical Errors

A resignation letter filled with misspelled words and grammatical errors only confirms to an employer that you are not fit for the organization.

How to Write a Resignation Letter for a Job You Just Started

Sometimes, as much as you want to stay on in a new job and give it a fair chance, circumstances might cause you to change plans. Here are some tips to handle it professionally:

• It is best to be by apologizing

Your resignation will definitely cause inconvenience especially since you’ve been newly hired, and probably just completed training.

• Offer to stay on until a suitable replacement is found

This will not only help offset the inconvenience your resignation causes but also leave a good impression in the minds of your employer.

• Train the new person

Training your replacement to handle the responsibilities you have been undertaking so far will show you as a thorough professional and will mitigate any negative effects your sudden departure may have caused.

Resignation Letter Templates

Resignation Letter Templates

Here are resignation letter templates you can use to guide you in drafting a resignation letter that will leave a lasting impression.

Formal Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Subject:

Dear Mr./Ms. Last Name,

I am writing today to let you know that I am resigning as the Accounting Clerk of ABC Company. My last day will be on April 15, 2021.

I am grateful for my time here, as it helped me grow as a person. I will miss working with the whole team. Thank you for giving me the chance to work with everyone. The last two years have prepared me well for my new adventure.

Please do not hesitate to reach out in case you need help with the transition process. I will be delighted to help anyone who will be taking over my responsibilities.
Best of luck!

Sincerely,
(Hand-written signature)
Your name

Funny Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

I am happy to say that I am finally resigning from your company.

I have hated my job since Day 1, so I’ve decided to make my life better and stop working for you. I am relieved that I will be truly free from this stressful environment on March 30, 2021.

If there was one thing I was grateful for it was the free unlimited coffee in the pantry – that and nothing else.

I know that you will be asking me to help with a transition, but I can’t. I won’t. Good luck in figuring out the main router interface’s log-in password.

Finally free,
(Hand-written signature)
Your name

Resignation Letter Due to Bad Work Environment

Resignation Letter Due to Bad Work Environment

Here is a sample resignation letter for an employee who can no longer tolerate a bad working environment:

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

This is to formally announce that I will be resigning as ABC Company’s Sales Manager effective on April 20, 2020.

I truly enjoyed my time here, and I appreciate the growth that I see in myself. A growth that was made possible when you accepted me as a Sales agent way back in 2003.

I would have loved to continue leading my team in acquiring new marketing campaigns but the sudden change in leadership, unrealistic expectations of daily targets, and the long working hours have caused me undue pressure and stress.

Please know that my decision to resign has come after a lot of thought.

I look forward to spending time with my family while I reassess my career plans.

Please let me know how I can be of help during the transition.

All the best,
(Hand-written signature)
Your name

Letter of Resignation Due to Poor Health

Letter of Resignation Due to Poor Health

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

It is with regret that I inform you of my resignation as your bookkeeper, effective April 1, 2021. After my recent diagnosis, I have been advised by my doctor that I will be requiring extended and extensive therapy as part of the recovery process.

I am also aware that my poor health leaves me incapable of performing my duties to the best of my abilities.

I appreciate your understanding and thank you for all the help you’ve extended to me during my tenure with the company.

If there is anything that I can help you with during the transition, please feel free to let me know.

Sincerely,
(Hand-written signature)
Your name

Resignation Letter Due to Unfair Treatment

Resignation Letter Due to Unfair Treatment

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

This is to formally announce that I am leaving my position as a Sales Associate for ABC Company effective March 30, 2021.

There are issues that I couldn’t resolve, and the assistance and understanding I was expecting from HR and my immediate supervisors didn’t happen, leaving me struggling to fit into my new role. I have been a victim of unfair treatment from my colleagues on account of my religious beliefs.

I have brought this to the attention of the HR department on numerous occasions but to no avail. Despite having diligently followed-up and providing all the required documentation, there has been no change in the situation.

I am therefore compelled to resign from my position. I take this opportunity to thank you for giving me a chance to become part of your organization.

I will be out of state by April 5, 2021. Any time before that, I can help with the transition if needed.

Sincerely,
(Hand-written signature)
Your name

Retirement Resignation Letter

Retirement Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

With excitement and sadness, I would like to inform you that I will be retiring effective March 1, 2021.

I have been with ABC Company for 18 years, and the support you have provided me throughout is genuinely appreciated. I enjoyed the collaboration and competition. Most of all, I loved the people that created a positive culture here in the workplace.

I look forward to my retirement adventures, but I will miss coming to work and being part of the organization.

I will be more than happy to extend my assistance to my successor, so do let me know if you need my help with the transition.

Sincerely,
(Hand-written signature)
Your name

Resignation Letter Templates for Specific Occupations

Resignation Letter Templates for Specific Occupations

Teacher Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Superintendent’s Name
Superintendent
Name of School
School Address
School address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

Please receive my resignation from my position as a sixth-grade teacher at ABC Elementary School. My last day will be April 15, 2021.

My students have given me great satisfaction over the years, and the school administration has been very helpful and kind during my 4-years tenure with the school district.

If I can be of any support during the remainder of the school term, please don’t hesitate to let me know.

Sincerely,
(Hand-written signature)
Your name

Nurse Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

Please accept this letter as notification of my resignation as Nurse Coordinator at ABC Cancer Center. My last working day will be April 25, 2021.

I cannot tell you enough how grateful I am to be given this opportunity to work side by side with a team that always puts the patients first. I have learned tremendously from my patients, their loved ones, and the entire team here at ABC.

I am grateful for the opportunity to have been part of a dynamic and dedicated team. If I can assist in any way to make the transition smoother, please let me know.

Sincerely,
(Hand-written signature)
Your name

Pastor Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

This letter is to formally inform you that I will be resigning as pastor of the ABC Ministries effective March 1, 2021.

The Lord has given me a new mission: to minister to our brothers and sisters in Tanzania. I have answered His call and will be traveling to Africa on March 12, 2021.

I have been blessed beyond measure by being part of a selfless and loving congregation, and it gives me absolute joy knowing that everyone has responded to our Lord’s challenge.

It is also with great faith that I recommend First and Last Name to be my replacement. I have worked with him, and I have witnessed his dedication and resilience. He is a man of God, and I have confidence that he can lead this congregation with compassion and commitment.

If you or the board need to contact me at any time, you can reach me on my mobile number. I will send my new number once I arrive in Africa via email.

I will keep everyone in my prayers.

Yours in Christ,
(Hand-written signature)
Your name

How to Write A Two Weeks Notice Resignation Letter?

If you are all set to leave your job, it is customary to give your employer two weeks’ notice. This should be adequate time for your employer to create a plan to address your absence by opening a job order for your position or re-assigning your tasks to other employees.

Follow the same formatting guidelines as the regular resignation letter, but indicate in your letter when you will leave the organization. You can state a specific date or just indicate that you are leaving two weeks from the current date – at this point, the date on the letter.

Two Weeks Notice Resignation Letter

Your First and Last Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date (today)

Your employer’s Name
Your employer’s Title
Your Organization or Company Name
Your office address
Your office address’ City, State Zip Code

Sub:

Dear Mr./Ms. Last Name,

I am writing to inform you of my resignation as Executive Assistant of ABC Company. This is effective two weeks from this date.

I have been with this team for six years now and leaving everyone is hard. As you know, my mother has been unwell for months now and her condition is deteriorating. I must give her the best care possible, and I can only do this by being at her side. I am sure you will understand.

Thank you for creating an environment of growth and partnership. I looked forward to coming in to work each day and I have thoroughly enjoyed my time here.

I wish you and the entire ABC Family luck. My replacement Miss Thompson is currently being trained so I am hopeful that the transition will be smooth and hassle-free.

Sincerely,
Your signature (hand-written)
Your complete name

Conclusion

Your resignation letter will say a lot about you as an employee and as a person. This letter goes permanently to your employee file, so make sure you do it the right and professional way.

Nicole Middleton
Nicole calls herself a typical millennial girl and thrives on her share of social media, celebrity gossip, and all things viral content. She’s a big fan of pop music and plays the guitar as a hobby.