How to write a resignation letter

What is a resignation letter?

A resignation letter formally communicates your intent to leave your current position. Typically, resignation letters are submitted to your supervisor and HR department, and they convey essential details such as:

• A statement of intent to leave
• A reason for your departure
• Gratitude for the position
• Final day of employment

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Submitting a formal resignation doesn’t reflect badly on your current employer or colleagues; it is a professional step that’s part of the process of transitioning into a new position. It effectively communicates that you will be leaving, allowing employers to make necessary arrangements, initiate the recruitment process for your replacement, and properly send you off. Effectively communicating your departure can help you maintain a good relationship with your employer even after you leave. Furthermore, it’s important for record keeping. A resignation letter clearly establishes your final day, so both your current employer and new employer are aligned with your respective start and end dates.

What to include in a resignation letter

It’s important to include certain information in your resignation letter. A good format to follow for your template is the following:

• Date
• Supervisor’s name
• Job title
• Company name
• Address
• City, state, zip code
• Formal resignation notice
• Closing salutation

Best practices for writing an effective resignation letter

Provide sufficient notice

It’s considered common courtesy to notify your employers at least two weeks before your intended departure date. However, before you draft your letter, review your company’s resignation policy. Some companies may require a 30-day notice or have other resignation stipulations outlined within your contract.

Keep information about your departure brief

When writing your resignation letter, be deliberate in choosing what information to include regarding your reason for leaving. You can keep it concise and factual, such as mentioning that you’re moving, going back to school, or pursuing another opportunity. While you don’t need to divulge everything, providing a clear reason for your departure can help you leave on good terms.

Offer a transition plan

Leaving a position can be challenging for employers as they adjust to your departure. You can help your manager by offering a transition plan, which may involve delegating your tasks to other employers or providing training. Ensure that your files and projects are compiled, easily accessible, and comprehensible so others can complete your work when you leave.

Avoid negative comments or complaints

Even if dissatisfaction with your manager is your reason for leaving, it’s advisable to limit negative comments. Negative comments can be poorly received and may affect your future job prospects. It’s best to leave your work relationship on a positive note, especially if your manager may be contacted as a reference.

A resignation letter plays a crucial role in the job transition process. It should effectively communicate your departure while expressing gratitude for your employers and maintaining a positive relationship while you transition into a new role. For more assistance with crafting work-related documents, learn how to write a resume to recommendation letter.