Even though millions quit their jobs every month, I understand that telling your boss that you're leaving the company is never an easy conversation.
A respectful resignation letter can mean the difference between an awkward goodbye and a chance for a long-term professional connection.
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A resignation letter is a formal document that lets your employer know that you are resigning from your position. It can be submitted either by email or printed letter.
It lets you officially announce your departure from the company and offers essential housekeeping information, like your last day and other details about your exit. Ideally, you'll submit your resignation letter at least two weeks before leaving the company.
An effective one helps you ensure a positive conversation with your boss and a smooth transition to your next journey.
Your resignation letter should be brief and only include relevant and helpful information. Don't focus on the advantages of your next role. Instead, take the time to reflect on any appreciation you feel for the company you're leaving behind.
My colleague, Alana Chinn, shared her thoughts on how to approach a resignation letter. "Your resignation letter should effectively convey your appreciation and professionalism," says Chinn.
She continues, "I like to start the resignation process with a face-to-face conversation. That way, I can keep the actual letter brief and only focus on the relevant details — like the date of my last day and my exit plan. My ultimate goal is to create a smooth and amicable transition for everyone involved."
With this in mind, here's the ideal resignation letter format.
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The letter should be detailed but brief. Inform your manager of your decision, but keep it professional if the reasons are less positive.
The format of a resignation letter typically goes as follows:
Your letter should start with the date along with a formal salutation to your manager. Nothing too complicated here — you simply want to provide a filing date for HR, and to greet your manager courteously.
Although this step is simple, it effectively sets the tone for a professional and respectful letter, which is what you always want in your resignation.
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Use the opening paragraph to state what role you're leaving, and when. This is known as a statement of resignation.
Like the greeting, it doesn't have to be complicated at all. It's simply meant to provide your employer with the necessary information surrounding your departure.
No need to gush, like in this example: "I'm so sorry, but I'm resigning from the position of [job title] in two weeks, although it's been a true pleasure working with you all. I know this is the worst, but I promise, I wouldn't if I didn't have to."
You can be corporate and cold here. Leave the emotions for when it's time to talk face-to-face with your manager.
Example: I would like to inform you that I am resigning from my position as [Position Name] for [Company Name], effective [Date].
Don't forget your date of leaving — the more exact, the better, because that gives your employer a timeline to work with. They can start planning for your departure by locating a replacement, for instance.
You should use the body paragraph (singular! Not plural. We want the letter to stay short) to express gratitude for your time at the company, as well as share your exit plan.
I highly recommend lingering on your gratitude. Take the opportunity to reflect on your time at the company and express your appreciation for your experiences. Highlight any professional development or growth you achieved while there.
Even if you have negative reasons for leaving, be as specific and genuine as you can. I'm sure you can find at least one good thing about the job.
For example, you can thank them for the valuable training, supportive team environment, or work experience.
As for the exit plan, focus on making the transition easier. It's less about you leaving and more about what happens after you leave.
Offer to train your replacement and ensure that all your responsibilities are properly handed over. You can even outline your projects and tasks so your successor has an easier time picking up the slack.
Although optional, you can use the closing paragraph to list your contact information. I specially recommend it if you plan to use your former manager as a reference.
Thank them for the opportunity to work at the company and express your interest in staying in touch. Provide your email address or phone number, then sign your name.
Writing a professional resignation letter starts with understanding each of its components.
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Begin your letter by stating your position at the company.
This might seem redundant if you work at a small company and your boss knows you well, but it's essential to include it since the letter is your official termination. Along with this information should be a simple statement of your resignation.
Also, providing an end date in the first paragraph is helpful since that's one of your employer's first questions.
Here's what this first paragraph may look like in practice:
I would like to inform you that I am resigning from my position as [Position Name] for [Company Name], effective [Date].
Take the time to consider how you've grown or what you've appreciated most about your time at the company. Be as specific as possible.
Perhaps the company provided professional development opportunities. Maybe you've enjoyed the environment the company fostered and the supportive atmosphere.
It's also nice for your employer to receive a thank you for the time and resources they've used in supporting your career growth. Here's an example of what this may look like:
I appreciate the opportunities for professional development that you have provided me over the past two years. I have enjoyed my tenure at [Company Name] and feel honored to have been part of such a supportive team.
If you'd like, you can include where you're heading. For example, if you're switching industries to pursue a passion or going to graduate school, it might be appropriate to include that. For example:
I accepted a position as a [New Job Title], and I'm looking forward to [pursuing my passion in [X] or continuing my work with a focus on [Y].
However, if you're leaving the company for a competitor, it's better to omit such information.
In the third paragraph, mention your willingness to make the transition easier. For example:
If I can be of any help during this transition, please let me know. I am available to help train my replacement and ensure that all my reports are updated before my last day of work.
This sentence might look different for you. But regardless of what you write, it's good practice to include specific details regarding how you'll help.
As an optional follow-up paragraph, briefly review the work you'll be surrendering when you officially leave the company.
Although it's technically your manager's responsibility to pick this work up and determine how it will continue, it's helpful to list all the projects and tasks you've been in charge of to make the transition easier.
If you didn't serve in a managerial capacity or collaborate with other departments, you could skip this part.
This last paragraph is optional and doesn't need to be included all the time, particularly if you have no desire or need to use your former employer as a reference.
However, many candidates choose to maintain their professional networks.
A closing may look like this:
Thank you again for the opportunity to work at [Company Name]. I wish you all the best and look forward to staying in touch. You can email me at [Email Address].
While you can mention where you're going next, you don't need to tell your employer about your new position or salary at length. Keep things professional.
You can acknowledge how the current position helped your advancement within your industry. Your letter should be direct and reflective in tone to your employer.
It goes without saying, but a resignation letter isn't the time to use profanity and obscene language. You need to remain respectful and professional until your end of tenure.
Although you may feel the urge to criticize your former job, the resignation letter isn't the time to air out the dirty laundry.
If you're leaving a supportive work environment, it's helpful to leave out emotional sentiments in the letter. Be as professional as possible. You can illustrate those emotions through face-to-face meetings with others.
Resign with grace and formality with these five templates.
