How to: Resignation Letters

A resignation letter is an official notice informing your superiors about your departure. It helps the company to organise their plans and reform the workload around your absence. Resignation letters, if well written, can help ensure you leave the company on a good note and help reinforce your relationship with your superiors and colleagues. In this article, we will discuss what is a resignation letter, the basics of a resignation letter, what not to include in your resignation letter, how to write a resignation letter and provide examples of a resignation letter.

What is a resignation letter?

Typically after you have indicated your wish to leave either in-person or a through call, you will need to send in a resignation letter. It helps serve as proof of your intention to leave. Resignation letters are also an HR policy in most, if not all offices, as it helps ensure a systematic transition process.

Resignation letter basics

The best time to submit your resignation letter is immediately after speaking to your superior. When drafting your resignation letter, make sure it contains the following information:

• Statement of resignation from the company

• Date of last day of work

• Statement of gratitude

• Your contact information

• Signature

What not to include in your resignation letter

Regardless of your reasons for leaving your job, it’s always best to keep your resignation letter professional. Don’t include complaints, negative comments or inappropriate language. Write your letter in a matter-of-fact tone and try to keep to the information stated above.

How to write a resignation letter

Writing a resignation letter is relatively easy if you follow the next simple steps. Before starting your letter, it is recommended you talk to your supervisor or your HR department to check if they have any resignation protocols you should follow.

Start with an introduction and a notice of resignation

Introduce your letter with a formal salutation and address the recipient by name.

Make your resignation letter as direct as possible. If you choose to, you can summarise your reasons for leaving, but you shouldn’t go into specifics as you would have already had the conversation with your superior before writing this letter. As per your employment contract, you should know the length of notice needed before you tender your resignation. Following your contract, do the calculations and include your estimated last day of employment.

Example:

Nicole,

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name]. My last day of employment will be [day, date].

Include a statement of gratitude

Regardless of the length of your employment or your experiences at the job, it’s always best to express gratitude to your boss and team. It’s important to keep things positive to prevent any messy or awkward situations. This helps ensure that you’re leaving on a positive note and can help lead to a peaceful transition.

Example:

Thank you for allowing me to work in this position for the past [duration of your employment], and I will always cherish my time here working with you and the team.

Offer your assistance for exit formalities

Transitions are often hectic and it’s important that you take the initiative to help out. This may include filing, handovers, or even training your replacement should one be hired before your leave. Offering your assistance can help your transition to be smoother as well.

Example:

If I can be of any assistance during this time, including handovers or training other team members, feel free to let me know.

Provide your contact information and conclude with another statement of gratitude

Maintaining a connection with your previous company and boss is important. You never know if your path would cross again so it’s key that you leave on a positive note. Keeping a positive connection with your previous employer can help with your future connections as well, should you need any.

Example:

Nicole, thank you once again for allowing me the opportunity to work for [company name]. I wish [company name] and the team all the best in future endeavours and I look forward to keeping in contact with you. You can email me anytime at [your email] or contact me through my LinkedIn profile [your LinkedIn profile].

Sincerely,

[your name]

Resignation Letter Template

Below are some templates you can use to outline your resignation letter. The templates are customisable and you can edit them according to your circumstances.

[Your supervisor’s name]

Nicole,

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name]. My last day of employment will be [day, date].

Thank you for allowing me to work in this position for the past [duration of your employment], and I will always cherish my time here working with you and the team.

If I can be of any assistance during this time, including handovers or training other team members, feel free to let me know.

[Your supervisor’s name], thank you once again for allowing me the opportunity to work for [company name]. I wish [company name] and the team all the best in future endeavours and I look forward to keeping in contact with you. You can email me anytime at [your email] or contact me through my LinkedIn profile [your LinkedIn profile].

Sincerely,

[your name]

Resignation Letter Examples with Reasons

As mentioned, it’s not necessary to include your reasons for resignation, but should you choose to, below are some examples you can refer to.

Resignation due to a better opportunity

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name]. My last day of employment will be [day, date].

I have received a job offer to work at a company that would allow my career to continue to grow. Though I am moving on to a new position, it has been a pleasure working alongside you.

Resignation due to a relocation.

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name]. My last day of employment will be [day, date].

As I am relocating from Jurong to Pasir Ris, I think it would be an apt time for me to relocate my career.

I appreciate the time I spent in the company, and I sincerely wish the company all the best in the future.

Feel free to tell me where I could be of help to make this transition as smooth as possible.

Resignation due to family reasons

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name].

Unfortunately, due to some family circumstances, I am no longer able to continue working at the company. My last day of employment will be [day, date].

Thank you for your kind understanding and I will make sure to wrap up my responsibilities before I leave.

Resignation due to returning to school

Please accept this letter as a formal notice of my resignation from my position as [job title] at [company name]. I have decided to return to education as I feel like it will help to further develop my skills. My last day of employment will be [day, date].

Although I am resigning from this role, I will be available to work for you during the holidays should be interested in hiring me on a temporary basis.

Thank you for all the guidance you have shown me during my time in this company and I hope that our paths will cross again.

Resignation letter tips

Here are the tips that can help your resignation letter be as effective as possible:

Keep it positive: No matter the reason which led to your resignation, it’s always better to leave things on a positive note. You want to maintain a good professional relationship so don’t include complaints or any grudges you may have.

Deliver your letter in person: It’s easier to discuss your resignation in person than online. Prepare your resignation letter to give to your boss in the meeting. If you’re sending in an email, make sure the subject line is straightforward.

Consider networking opportunities: Networking is always important, so to ensure a good professional relationship with your boss, include your contact information.

Follow your supervisor’s next steps: Your supervisor may ask you to finish up your responsibilities to aid the transition process and make it easier for both parties.