Hey there! If you are here, then that means only one thing: you are quitting your job.
You probably got a new job (yay, congratulations!) or you are just too stressed out or you have other personal matters to deal with…
Well, whatever your reasons are, the time has come to bid adieu to your old job and move on.
But, you can’t just say “I quit!” and walk away dramatically like they do in movies. That’s not how it works. In real life, you have to write a letter of resignation when you want to leave your job.
If you’re not sure how the whole deal with writing a resignation letter works, then worry not, we are here to help you out! In this blog, we will cover anything and everything you need to know about a letter of resignation.
So, let’s get down to business!
What is a Letter of Resignation? (Definition)
A letter of resignation is an official letter sent by an employee to their employer stating their intention to leave their current position at the company. It includes the details about the last day of work and outlines any next step for transition.
Simply put, it’s an official way of quitting.
A letter of resignation can be written as a printed letter or an email message, and depending on your employment contract, it can have an immediate effect or become effective at a later date.
But why is writing a letter of resignation such a big deal? Want to find out? Then scroll down!
Why Writing a Letter of Resignation is Important?
It’s a common practice and a professional courtesy to give in your letter of resignation before leaving your job.
But, it is so much more than just a mere social and professional practice, it’s equally important for you and your company. Here’s why:
1. Helps Maintain a Positive Relationship
Writing a resignation letter is a polite and respectful way to wrap things up with your company. It shows the effort you put in to acknowledge your employers and seniors in the event of your departure.
This means that your quitting leaves a good impression and helps you maintain a positive relationship with your employers long after you are gone.
In addition to all this, it also ensures that you get a good track record as an employee which is good for your future references.
2. Shows Gratitude
A great way to express your gratitude to your employers for helping you learn a lot during your position in the company is by putting it all in your letter of resignation.
It’s the perfect opportunity to say a huge “thank you” to them for supporting you throughout your professional journey. This will also leave a good impression on your employers.
3. Prepares the Company
Your letter of resignation is a notice for your company to let them know that you are leaving and includes your date of leaving as well.
This provides your company enough time to plan and prepare for your departure, and find a replacement or substitute for your position.
4. Proof of a Resignation
With a letter of resignation, you formalize your decision to quit your job. This acts as an official document and proof that you have left the company.
It also helps HR departments to keep a record of your time at the company for things like payroll and future reference.
In short, everything about a letter of resignation screams professionalism, which is super important as you climb up the career ladder.
So you need to make sure that you write a pitch-perfect letter of resignation in order to gracefully leave your company. Not sure how to write one?
Don’t worry, my friend! We have it all covered for you in the next section. So, what are waiting for? Dive right in!
How to Write a Letter of Resignation?
1. Use Business Letter Format
Before you start writing your letter of resignation, be certain to follow the proper business letter format. Don’t forget to include a header with your employer’s name along with the company address, a date, proper salutation, etc. This is especially important if you’re giving in a hard copy or printed version of the letter.
You do not want to give an unevenly formatted letter, so make sure that you use the right spacing throughout your letter and align everything according to the margin as well.
2. State Your Intention
Your opening paragraph should start with the fact that you are going to resign from your position at the company.
Make sure that you are crystal clear about your intention so that your employer doesn’t get the wrong idea that you are open to staying if they offer you higher pay or other perks.
Remember, you are writing a formal letter of resignation, so there’s no need to sugarcoat or get creative with your first line.
Here is an example of an opening sentence: “Please accept this letter as notice of my resignation from my position as (enter your position here).” OR “It is with great regret that I submit my letter of resignation as (enter your position).”
3. Mention Your Last Day
If you thought that you could just describe your intent to leave in a letter of resignation and move on, then you are wrong. Your letter must include other details regarding your resignation so that there is an ease in transition for your company.
That is why mentioning your last working day is an essential part of your resignation letter, because it gives your employer a reasonable time to prepare for finding a substitute for your position.
You can state your last working day right after you have stated your intentions to resign. In fact, you can even write it in the same sentence.
For example: “I hereby submit my letter of resignation as (enter your position) effective on August 1, 2021.” OR “My last day of employment will be August 1, 2021.”
4. State Your Reasons (Optional)
Stating your reasons for leaving your job while writing your letter of resignation is not obligatory. However, if you share a close relationship with your employer, you should state the reasons.
Even in such a situation, you do not have to go into detailed descriptions of your reasons. Keep it simple and concise.
You can, however, state your reasons if they are due to health reasons or a job offer at a different company or maternity leave, and so on. But, the choice is entirely up to you.
Here is how you can go about it: “I was recently offered a new opportunity at a different company and have decided to accept the offer.” OR “I have decided to resign for personal reasons.”
5. Offer Assistance with Transition
Most letters of resignation include an offer to help with the transition of your departure. Do not promise anything you can’t deliver, just out of sheer courtesy.
But, if you are in a position to offer assistance then state your willingness to help out in the transition.
It could be through recruiting a new employee or training your replacement so that they can pass on your duties smoothly. This way you and your employer can wrap up the situation with a sense of mutual respect.
Here’s how you can state this: “I am willing to help with the transition of my duties so that the company continues to function smoothly after my departure. I am available to help recruit as well as train my replacement.”
6. Thank Your Employer
You probably didn’t think that your letter of resignation could have so many aspects, but the most important of all is expressing your gratitude to your employers.
You can document positive memories, acknowledge the opportunities you were provided with, and thank your employer or manager by appreciating their efforts in helping you learn within the company.
Not only does this leave a lasting impression on your employer, but it is also a strategic move as you can maintain this connection for future references.
Here’s something you can say: “I want to express my sincere gratitude for all of the opportunities you have given me and for all of the knowledge I have gained at your company over the years.” OR “Thank you for going above and beyond to ensure my success at my position.”
7. Wrap up
Wrapping up your letter of resignation will depend on what you stated earlier in your letter. It could end with an offer of assistance in transitioning or with a hearty thank you note.
Whatever it is, you have to ensure it is in a positive tone.
You can leave your personal contact information so that it is easy for them to get in touch with you. Then, you can end your letter by saying “Kind Regards” or “Warmly” or “Sincerely” before you write your name or sign your letter at the bottom.
8. Proofread Proofread Proofread
Once you hand in your letter of resignation, there’s no taking it back. So, check for any typos or grammatical errors, and ensure that the tone comes off as positive.
You can double-check by making a friend or colleague proofread your letter one last time to make sure that everything is in top condition.
Please note: All these rules are applicable – whether you’re turning in a traditional letter of resignation or if you’re sending it through email. The only difference is that your email won’t require you to write your boss’s address or mention the date in it. You can just put “Resignation” as your title in the subject of the email along with your name so that your employer has an idea of what to expect.
Examples and Samples of Letter of Resignation
We know that writing a letter of resignation might seem like a difficult thing to do, but it’s actually quite simple!
Want to know how to put all the above steps together and see how your letter of resignation looks like in practice? Check out the following samples:
Example 1: Basic Letter of Resignation
City, State Zip Code
Dear Mr./Ms. Last Name:
I would like to inform you that I am resigning from my position as [your position] for the [Company Name], effective August 1, 2020.
Thank you very much for the opportunities that you have provided me during my tenure with the company. I have enjoyed working for the company and appreciate your support, mentorship, and guidance over the years.
Please do let me know if there is anything that I can do to assist with the transition. You can contact me via [Enter your email address]. Wishing you all the best!
Example 2: Letter of Resignation for a New Position
City, State Zip Code
Dear Mr./Ms. Last Name:
The purpose of this letter is to announce my resignation as [Your Position] from [Company Name], effective on September 15, 2020. I was recently offered a new opportunity at a different company and have decided to accept the offer as I feel that it is a better fit for my career moving forward.
I cannot thank you enough for all of the opportunities and experiences you have provided me during my time with the company. I appreciate your support and understanding, and I wish you all the very best.
Please let me know if I can be of any assistance during the last few weeks of my time here. I can be reached via my email at firstname.lastname@example.org.
3. Example 3: Letter of Resignation for Personal Reasons
City, State Zip Code
Dear Mr./Ms. Last Name:
It is with great regret that I inform you I will be leaving my role as [Your Position] at [Company Name] on July 17, 2020. Due to unforeseen personal problems, I will no longer be able to fulfill the responsibilities of my role, and for this reason, I feel it is in the best interests of the company that I resign from the position.
I apologize for any difficulties and inconvenience my departure may cause. Please do not hesitate to contact me if you think there is any way I can assist to ensure a smooth transition after I move on.
I would also like to take this opportunity to express my sincere gratitude for all of the opportunities you have given me and for all of the knowledge I have gained at your company over the years.
Thank you so much for understanding. I hope we will be able to stay in touch, and I look forward to seeing the company grow in the future. Wishing you all the very best!
Example 4: Letter of Resignation for Relocation
City, State Zip Code
Dear Mr./Ms. Last Name:
Please consider this letter as a formal notification of my resignation as [Your Position] from [Company Name], effective November 15, 2020. I will be relocating to [Enter City and State] in order to be closer to my family.
Working for you has been a great experience and I really appreciate the opportunity to be a part of this company. Everything that I learned here has helped me grow as an employee and as a person.
Please let me know if I can be of assistance during the transition process. I would be more than happy to find a replacement or substitute and help with the training process. You can contact me via [Enter Email Address].
I wish the company success in the future.
Tips to Keep in Mind While Writing a Letter of Resignation
Now that you know the step-by-step process of writing a letter of resignation and how it looks in practice, here are some general pointers to keep in mind:
1. Be Professional
There is a tendency for people to dive deep into their personal matters or sometimes even criticize the company. Avoid this at all costs. You do not want to leave on a bitter tone and create a bad impression. So, be professional and try to stick to the positive side!
2. Keep it Short
Once you sit down to write a letter of resignation, you might be tempted to write a lot of things. But include only the most important or necessary details in the resignation letter. Nothing more, nothing less. Remember, a resignation letter is not a place to vent or rant, so try to keep it brief, simple, and to the point!
3. Inform in Person
Don’t try to surprise your employer one fine day with your letter of resignation. Take time to inform your boss in person about your resignation. It is common professional etiquette. This is also to ensure that you maintain a respectful and healthy relationship with your employer.
Here you are now equipped with everything you need to know to write the best letter of resignation ever! Now, the question is…Do you have the perfect tool to write a letter of resignation?
You must be wondering: What perfect tool are you talking about?
Well, read on to find out!
Bit.ai: Ultimate Tool to Create a Letter of Resignation
Gone are the days when you had to sit down and write time-consuming letters while also trying to ensure a neat formatting style!
We believe that in this age of technology, nobody should be wracking their brains over a letter they could have easily and effortlessly finished if they had the right tool.
That’s why we introduce you to Bit.ai, a document creation platform that will help you create, design, and organize documents.
The cool thing about Bit is that it lets you choose from over 70 stunning templates for creating a perfect letter of resignation. That’s not it! With built-in design automation features, you can change the color theme of the document with just one click!
Another major benefit of writing a letter of resignation on Bit is the fact that it provides you with automatic formatting of documents. This means that it uses smart systems to automatically format your entire document so you don’t have to worry about how it looks!
All that you need to do is simply add the content and Bit does the rest for you!
What’s more? With bit’s integrated documents, you can easily collaborate and work together with multiple people on your documents. This allows you to give access to your friends who can then proofread and co-edit your letter of resignation before you send it out.
Our team at bit.ai has created a few awesome templates to make your hr process more efficient. Make sure to check them out before you go, your hr team might need them!
- Employee Handbook Template
- Transition Plan Template
- Employee Contract Template
- Job Description Template
- Offer Letter Template
- Talent Acquisition Template
- Performance Improvement Plan Template
- Meeting Agenda Template
- Process Documentation Template
- SMART Goals Template
- Checklist Template
Although we all wish leaving a job was as simple as saying “Peace, I’m out!”, it’s not. A letter of resignation is your only way out without creating too much drama.
Think about it, why leave a bad impression after working hard for so many years, when you can easily leave your company on a positive note (pun intended)?!
Now, you are only a step away from opening a new chapter in your professional life!
So, get ready and write a letter of resignation!
Bit.ai is the essential next-gen workplace and document collaboration platform. that helps teams share knowledge by connecting any type of digital content. With this intuitive, cloud-based solution, anyone can work visually and collaborate in real-time while creating internal notes, team projects, knowledge bases, client-facing content, and more.
The smartest online Google Docs and Word alternative, Bit.ai is used in over 100 countries by professionals everywhere, from IT teams creating internal documentation and knowledge bases, to sales and marketing teams sharing client materials and client portals.