Most people don’t stay in one job forever. Your career development may plateau, or your interests may change. You may feel the need to broaden your skills for more job satisfaction, or you may become unhappy with your work environment and want a change of scenery. When it’s time to move on, you need to write a resignation letter.
Regardless of how long you’ve been with your current company, you’ve decided now is the time to seek out better opportunities. The first step to doing so effectively and professionally is to tender your resignation.
Writing an effective resignation letter reduces the stress of breaking the news to your employer. It gives you a way to convey your thoughts on your terms, with professionalism. It also provides your direct manager, or human resources (HR) manager, with notice of the change to facilitate a smooth transition.
A resignation letter is a notification that you will leave a company. It shares information the company needs to plan the next steps and ensure continuity.
Knowing when to quit a job is important, but knowing how to quit a job is equally valuable for both you and your employer. You’ll typically send a resignation as a hard copy or as an email to your direct manager, HR professional, or both. HR may have to meet certain requirements for separation , such as final pay or property collection, depending on local laws.
Handing in a resignation letter is a simple way to bring integrity to the workplace and show respect for your manager, continue to be a good team player , and exit the company on good terms. It’s also beneficial in cases where you want to ask for a letter of recommendation or seek character references .
A formal notification lets your employer know your action plan and shows that you’re willing to help with the transition period.
You may have conflicted feelings about how to tell your boss you’re quitting . While the in-person sit-down is a classy way to address your departure, sometimes it’s not possible or preferable. In some cases, you may be able to set up face-to-face communication to break the news and follow it up with a formal resignation letter to recap the information.
For instance, if you and your boss have built a rapport , you may feel comfortable sitting down to discuss things with them as a professional courtesy. Many managers understand that changing jobs is a normal part of an employee’s career growth . It’s possible they’ll still ask why you are leaving your current job. It’s up to you how much information to disclose.
Meeting in the office or via a video conference call can be a positive experience in the right circumstances. While resigning on a video chat is one of the unique challenges of working remotely , it’s still a good option if the circumstances are favorable.
In other cases, where there is friction or disagreement in the working relationship, it may be better to submit a resignation letter, either via email or through an HR representative. HR might request a meeting, especially if the departure is due to conflicts with a manager or team member. Delivering a letter gives you time to decide what to say during the exit interview , should you choose to participate.
Deciding to resign isn’t always easy, especially if you feel emotionally invested in your company, projects, and team members. The decision to move on in pursuit of your career goals can be bittersweet.
Knowing the right format for a professional resignation letter is helpful, no matter the circumstances of your departure.
Following these four steps will help you handle the task and compose an effective letter:
After addressing the email to your manager or HR representative, state your intention to resign and your departure date. Although giving two weeks’ notice is an acceptable standard, you may provide more or less time or have a predetermined notice period in your contract. Your industry, contract specifics, or geographic location may also inform the specific departure date .
The particulars of your resignation letter will depend on your unique situation. But if desired, express your thanks for your experience with your current employer to set the tone for your future relationship. Discuss key lessons, great moments, and how they’ve helped your professional development . Showing this gratitude at work during the remainder of your time leaves your employer with a positive impression of your efforts. You may also want to write a thank-you note to a coworker or your boss, but this should be separate from the letter itself.
Extending an offer to assist during the transition shows your employer that you care about them and the company. Briefly mention your intention to wrap up current projects and your availability to train team members. If you are a manager or hold a lot of institutional knowledge, you may consider offering to document your processes or create a leadership transition plan for future reference.
Finish the letter by sending your best wishes and (if the departure is amicable) extending a cordial invitation to keep in touch. This shows your manager you want to remain on good terms. If you like, you can add your personal contact information, like your phone number, after your signature. You may also choose to send a goodbye email to coworkers separately.
A resignation should have, at minimum, the required information to inform your employer of your departure. This will give the HR team the data they need to make necessary arrangements around your departure and replacement.
Include these components in your resignation letter:
You could also include a brief reason for leaving and an offer of transition assistance in your letter. While these components aren’t required, they can leave an employer with a positive impression of you and your tenure.
What you leave out of a resignation letter may be just as important as what you include. Consider a formal resignation letter your chance to put your best foot forward. Even if you feel excited about leaving, you don’t want to injure your future prospects or damage your reputation by “ rage quitting ” or lashing out in the letter.
To keep your letter professional, avoid the following:
You may have good reason to leave work , but it’s always best to depart on a good note.
Learning how to quit a job professionally is a valuable skill, and doing it the right way takes practice and planning. Using a resignation letter template makes it easier to organize your thoughts and express yourself respectfully. The right resignation letter approach allows you to establish the parameters of your exit while maintaining a helpful attitude.
Here are five resignation letter examples, tailored to various scenarios. Fill in the blanks or use them as inspiration to draft your own letter.
Concise, professional, and respectful, this simple resignation letter covers all the basics when communicating your departure to HR or to your manager.
Dear [manager’s name],
Please accept this letter as my formal resignation from my position as [job title] with [company name]. My last day will be [date].
Thank you for your support during my time at [company name]. It’s been a pleasure to work alongside such a talented team. I’ve appreciated the opportunity to contribute to [mention two projects], and I’ve learned so much about [mention focus areas of your role]. I’ll carry that knowledge throughout my career.
During my last [mention time left], I’ll do whatever I can to make this transition as smooth as possible. Please let me know if there’s anything in particular I can do to support you and the team.
I wish you and the company continued success and hope to stay in touch.
Finding your replacement can take time when you work in a specialized field. Giving more than two weeks’ notice is a thoughtful way of showing your employer you understand this challenge. Although this isn’t mandatory, it expresses your sympathy and allows adequate time to train team members or your replacement.
Dear [manager’s name],
Please accept this notice as my formal resignation from my position as [job title] with [company name], effective [final day]. I understand that preparing someone for this role will take time, so I wanted to provide as much notice as possible.
It’s been a pleasure to learn from you and see the growth we’ve achieved in the [name of department]. I’m grateful for the opportunities I’ve had during my [amount of time] at [company name], and I know I’ll carry these valuable learning experiences forward in my career.
During the next [mention time left], I’m committed to wrapping up my duties and making this transition smooth. Please let me know how I can further assist you and the team throughout this period of time.
I wish you the best and look forward to seeing the company’s continued growth.
A mentor-mentee relationship is extremely valuable, and breaking the news of your resignation to someone you respect is challenging. When addressing a letter to someone important, keep it professional and include a personal sentiment to make your departure more amicable.
I’m writing to give my formal notice of resignation from my position as [job title] with [company name] on [last day of employment].
Thank you for your guidance and support during my time at [company name]. It’s been a wonderful experience working for such an exceptional leader, and I’ll carry the knowledge and lessons you’ve shared with me throughout my professional career. I greatly appreciate the opportunity to [list a couple of work accomplishments] and work alongside such an inspiring team.
During my final [mention time left], I want to assist you throughout this transition. Please let me know what steps I can take to make this transition as smooth as possible.
Thank you again for making my time at [company name] a great experience. I look forward to keeping in touch.
Sometimes life throws you a curveball. If you need to leave your role immediately, use this resignation letter example to model an appropriate message to your employer.
Dear [manager’s name],
I regret to inform you that I must resign from my position as [job title] with [company name]. My last day will be [end date].
Due to unforeseen events, I can’t handle the responsibilities of my role at this time. I offer my sincerest apologies that I’m unable to provide two weeks’ notice because of circumstances requiring my immediate attention.
I’ll dedicate the rest of my time at the company to finishing my tasks and providing as much assistance as possible.
Thank you for making my time at [company name] so impactful. It’s been a pleasure to learn so much under your leadership, and I wish you and the company continued success.
When your working years come to an end, you can share the good news and help the company move forward with the help of a well-crafted resignation letter. Use this format as a jumping-off point for a personalized retirement announcement. It can also help to say farewell to coworkers with a separate letter of announcement and gratitude.
Dear [manager’s name],
Please accept this notice of my intention to retire from full-time employment effective [final day]. Departing [company name] to embark on this new chapter of my life is bittersweet.
It’s been a pleasure contributing to the growth and success of the [name of department]. During my [amount of time] at [company name], I’ve been fortunate to experience professional growth and develop wonderful relationships with colleagues. I will miss the camaraderie and positive culture I’ve enjoyed here.
During the next [mention time left], I’m committed to helping the team transition. I’m happy to work on a transition plan that will ensure the team can continue to grow and thrive.
I look forward to watching [company name] continue its track record of success.
If you really love the place you work, resigning can be a difficult task. Many of us make friends at work , which makes turning the professional page more difficult. If you want to leave your manager and colleagues with warm sentiments, consider using this template for a resignation letter to express gratitude and what the job and team mean to you.
Dear [manager’s name],
I have made the difficult decision to move on from [company name]. Please accept my resignation from my position as [job title]. My last day of employment will be [last day of employment].
I am so grateful for the opportunities I’ve had and friendships I’ve made during my time at [company name]. I’ve learned much from every member of the team, and it’s been my privilege to be a part of their success. My years here have been some of the most rewarding of my career.
During my final [remaining employment time], it will be my pleasure to assist with the transition. Please reach out with any requests that will make the process smoother.
Thank you again for the opportunity to work with you and the team. I look forward to keeping in touch.
With warm regards,
Some jobs just don’t work out. Even when your departure is less than amicable, leaving on the right terms is still important. A carefully worded resignation letter can strike the balance between honesty and professionalism.
I’m writing to provide formal notification of my resignation from my position as [job title] with [company name], effective [end date].
While I was initially excited about the prospect of working with [company], [describe the condition leading to your decision] has made it difficult for me to succeed in the role. I believe it is in my best interest — and that of the company — to move on to other opportunities.
Please let me know if there is anything specific I can do to ensure a smooth transition.
When deciding on the best time to send a letter of resignation, aim for a moment that shows thoughtfulness and professionalism:
Barring employment issues like a toxic work environment or an unexpected emergency, timing a resignation to minimize business impact is a thoughtful way to help your manager and team members adjust to the upcoming transition.
Leaving an employer the right way benefits you and them. When you know how to change careers or roles without burning bridges, it opens doors for a professional relationship beyond your tenure at the company. It enhances your reputation and creates opportunities for future networking.
Here are five ways to leave your former manager and team in great shape, and on a positive note, when you move on to a new job or life journey:
Following these steps can help ensure that you resign from your position in good standing and maintain positive relationships with your former employer and colleagues.
When presented correctly, a resignation letter can be a stepping stone to continued growth, opportunity, and good feelings all around. It can even help you strengthen your relationship-building skills . It’s a testament to both your former company’s value and your own integrity and professionalism.
Even in circumstances where the workplace environment isn’t ideal, a professional resignation letter shows you care about the outcome and your reputation in the workplace.
Navigate your career with confidence. Connect with a BetterUp Coach and gain an accountability partner throughout this transition.
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