At some point in your career, you may find yourself in a position where you need to resign from your job. Whether it’s due to a new opportunity, personal reasons, or a change in career direction, it’s important to leave on good terms. One way to ensure a graceful exit is by learning how to write a resignation letter that leaves a positive impression on your employer.
In most cases, it’s considered standard practice to provide at least two weeks’ notice when resigning from a job. However, this time frame can vary depending on your employment contract or company policy. Be sure to check your specific situation and adhere to any agreements you’ve made with your employer.
Sending your resignation letter via email is often acceptable and convenient. That said, it’s still a good idea to follow the proper formatting and etiquette of a formal letter.
Let’s look at the essential elements of a resignation letter, plus examples to help guide you through the process. We’ll also review some key tips to keep in mind as you craft your letter, including how to write a two-week notice and how to resign for personal reasons.
Keep it concise and clear
A resignation letter should be brief and to the point, usually no more than one page. Start by stating your intention to resign, the date of your last day, and your reason for leaving (if you feel comfortable sharing it). Avoid going into excessive detail or discussing personal issues.
Resignation Letter Example:
“Dear [Supervisor’s Name],
I am writing to formally submit my resignation from my position as [Your Job Title] at [Company Name], effective [Last Day of Work]. This decision was not made lightly, as I have truly enjoyed my time working with you and the team. However, I have decided to pursue a new opportunity that aligns with my long-term career goals.”
Provide advance notice
It’s standard practice to give your employer at least two weeks’ notice when resigning. This allows your employer time to find a replacement and ensures a smooth transition for your team. If possible, consider providing even more notice, especially if you hold a senior or specialized role.
How to Write a 2-Week Notice:
“I am providing my resignation two weeks in advance, with my last day of work being [Last Day of Work]. This will allow ample time for a smooth transition and handover of my responsibilities.”
Maintain a professional tone
You may be leaving because you’re unhappy, but it’s important to maintain a professional and respectful tone in your letter. Avoid using negative language or expressing dissatisfaction with your job. Try to focus on expressing gratitude for the opportunities you’ve had and the relationships you’ve built.
Offer your assistance during the transition
To leave a positive impression, show your willingness to help during the transition period. Offer to train your replacement, tie up loose ends, or assist with any other tasks that may ease the transition for your team.
Express gratitude and appreciation
Take the time to express your gratitude to your supervisor and colleagues for the opportunities you’ve had. This helps to leave a lasting positive impression and maintain strong professional relationships. You never know if you’ll need to work with your colleagues in the future. It’s best to leave on good terms.
Close with well-wishes
End your resignation letter on a positive note by wishing your supervisor and colleagues continued success in the future. This reinforces your positive attitude and demonstrates your goodwill.
Resignation Letter for Personal Reasons:
If you’re resigning for personal reasons, you can briefly mention this in your letter without going into detail. Focus on expressing your gratitude and maintaining a professional tone.
“I regret to inform you that I must resign from my position at [Company Name] for personal reasons. I have enjoyed my time here and appreciate the support and mentorship I have received.”
By following these guidelines, you can craft a resignation letter that leaves a positive impression. Remember, the way you handle your resignation can have a lasting impact on your professional reputation. It’s important to approach it with care and professionalism.
Example of a Complete Resignation Letter:
Dear [Supervisor’s Name],
I am writing to formally submit my resignation from my position as [Your Job Title] at [Company Name], effective [Last Day of Work]. This decision was not made lightly, as I have truly enjoyed my time working with you and the team. However, I have decided to pursue a new opportunity that aligns with my long-term career goals.
I am providing my resignation two weeks in advance, with my last day of work being [Last Day of Work]. This will allow ample time for a smooth transition and handover of my responsibilities. I am more than willing to assist with training my replacement or tying up any loose ends during this period.
I would like to take this opportunity to express my sincere gratitude for the support, mentorship, and opportunities I have received during my tenure at [Company Name]. I have learned a great deal and have had the pleasure of working with some truly wonderful colleagues.
As I move on to new challenges, I wish you, the team, and [Company Name] continued success in the future.
Thank you once again for everything.
Submitting a resignation letter can be nerve-wracking. By sharing a professional letter, you’ll make it an easier process while leaving a positive impression. If possible, have a conversation with your supervisor prior to sending the letter. Read our guide for tips on how to have that conversation.