How to write a resignation letter sample

When you are preparing to hand in your resignation, you will need to consider the best way to write your resignation letter. Making the decision to leave your role can be difficult, and the most nerve-wracking part of the process is often telling your current boss that you are moving on to a new role. That’s why we have put together a compilation of resignation letter templates to ease the pressure off of you when it comes to writing your resignation letter. Below are our examples of resignation letters that you can modify, and personalise for your situation.

Example resignation letter

When writing your resignation letter, be sure to include the current date and the address of your company, in accordance with standard letter writing practices. It is also crucial to remain professional and polite throughout, as even though you may be leaving due to personal grievances, you should not bring these to light in your resignation letter. You should discuss any further points in an exit interview.

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. In accordance with my notice period, my final day will be [date of last day].

I would like to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learned a great deal during my time here and have enjoyed collaborating with my colleagues. I will take a lot of what I have learned with me in my career and will look back at my time here as a valuable period of my professional life. 

During the next [notice period in weeks] I will do what I can to make the transition as smooth as possible, and will support in whatever way I can to hand over my duties to colleagues or to my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely,

[Your Name]

Resignation letter for a new opportunity

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. In accordance with my notice period, my final day will be [date of last day].

I have been offered another role that will halve my daily commute and allow me to spend more time with my family outside of working hours. 

I have thoroughly enjoyed my time at [company] over the last [years and months of service] and would like to thank you for all of the opportunities I have been afforded here.

In the coming weeks before [end date], I am fully committed to providing assistance in ensuring a smooth transition. 

Sincerely,
[Your Name]

Resignation letter template giving advance notice

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from [company], effective [date]. I understand that transitioning a new person to the role of [position] will take some time and I would like to provide as much notice as possible. 

During my time at [company], I have learned a lot and grown professionally. Thank you for all of your guidance and support during my employment.

Please feel free to contact me with any questions about the projects I have been working on. I am happy to help in any way I can with the transition process.

I wish you all the best for your continued success.

Sincerely,
[Your Name]

Resignation letter template for a role that’s not a good fit

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my time at [company name], I have come to realise that the scope of the role is unfortunately not what I had anticipated, and as such, I would like to explore other opportunities. 

Thank you for understanding, I truly appreciate all the support and guidance you have provided in the time I have worked for the business.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Sincerely,
[Your Name]

If you would like more information about the process of writing resignation letters please read our article ‘how to write a resignation letter’ which outlines what you should and shouldn’t include, as well as information around what happens afterwards. Alternatively, if you would like to find out about the various opportunities we have available to you, get in touch with your local Michael Page office today.

So, it’s time for you to move on with your career? 

Quitting a job is a big decision and should be handled with care. 

The most important part to remember is not to burn your bridges - not even if you hope to never see any of your soon-to-be former colleagues again. A great letter of resignation can help you there. 

In this article we will show you: 

• What is a letter of resignation? 
• Best practices for how to write a letter of resignation
• Resignation letter templates
• Resignation letter samples

What is a letter of resignation? 

Formally speaking, a letter of resignation is a way of expressing your intention of leaving your current job. The document formalizes your decision to leave the company while conveying your reasons to do so. If you succeed in writing a good resignation letter, it might even smooth out the process of leaving. 

Of course the first step you must take is to have a one-on-one conversation with your boss to let him or her know that you are planning to resign. 

The resignation letter is the formal follow up on this conversation. Note that just like your resume it will most likely become part of your employee file which is one of the reasons why it’s important to leave with a good impression.

Best practices for how to write a letter of resignation

Writing a resignation letter can be a daunting task for some. That’s why we decided to  collect a whole bunch of best practices for how to write a resignation letter right here. Read on to learn more about what to include in your letter, when you should submit it and how. 

When should you write a letter of resignation? 

When you resign from your job, there are certain resignation etiquettes that you need to follow in order to leave things as smoothly as possible. One of those etiquettes is the amount of time you need to give your boss to prepare for your departure. 

In the US the standard practice for sending in your resignation letter is two weeks before you stop. If you live somewhere else you will need to do a bit of research to find out what the standard resignation period is for your country. 

This will provide your boss with sufficient time to find your replacement. It will also ensure that you’ll be able to hand over your assignments to a new person or to one of your colleagues. 

You can choose to hand in your resignation letter earlier, but do avoid sending it later than two weeks before. However, if your employment contract states how much notice you should give you should obviously follow that instead. 

Keep in mind that your employer is not obligated to accept your two weeks notice. Some employers will want you to stop right away so be prepared for that. 

How should you submit your resignation letter? 

There are really only two ways of submitting your resignation letter: in person in the shape of a physical letter or by email. 

What’s most appropriate for you will depend on various factors. One isn’t better than the other. If you have a paperless culture, an email might be the appropriate choice. 

However, regardless of how you decide to send your resignation letter, make sure you’ve talked to your boss in person before. It may seem uncomfortable but in the long run it’s the best way to go about it. 

A graceful resignation includes these steps: 

• Have a conversation with your boss
• Hand in your letter of resignation
• Be helpful in any way to make the transition easier

Resignation letter template - what should you include in your resignation letter? 

A resignation letter is much like any other business letter such as a cover letter. It consists of a letterhead, 3-4 paragraphs concerning your resignation, and a signature. 

Unlike a resume where you can choose between different formats, a resignation letter is pretty straightforward.

Here’s what you should include in your letter of resignation: 

Letterhead

Begin your resignation letter by stating your name, your job title, and all other relevant information. This might seem redundant, especially if you’re working in a small company, but since the letter will become part of your employee file it’s still important. Include information such as:

• Your name
• Current job title
• Your work email address
• Your address
• Name of manager
• Current organization
• Today’s date

Statement of resignation and end date

State your intentions of resigning in the first paragraph of your resignation letter along with your position. Be sure to also mention the end date of your employment as this will be one of your employer’s first questions. 

Show your gratitude

Take some time to reflect on the work you’ve done for your workplace. 

Tell your soon-to-be former employer what you’ve learned, what you’ve appreciated the most, or maybe who has had a special impact on your time there. It’s important to keep this paragraph as positive as possible since leaving your workplace on a positive note will make the transition more smooth. 

You could consider adding your next place of work as well. There are cases where this is appropriate as well as cases where it is not wise. For instance it is very appropriate to let your former employer know if you’re switching industries to pursue a passion of yours or if you’re perhaps going back to school. However, it may not be appropriate to include this information if you’re moving over to the competition.

Offer your help with the transition

Next up we recommend that you offer your help in making the transition as smooth as possible. You could for instance write something like this: 

Optional: main tasks

If it’s applicable to you, you can choose to use the next paragraph to outline your main tasks and unfinished projects. 

This will be extremely helpful to your former employer and will make the transition easier. However, this part is optional so you should only add it if it makes sense to do so. 

Your former employer is sure to be impressed if you can pull off being very specific in this part.

Optional: Personal contact information

In the last paragraph before your signature you can choose to add your personal contact information such as email or phone number. However, this is completely optional and you should only add them if you want to stay in touch with your employer or use him or her as a resource. You’ll be the best judge in knowing if it is a good addition or not. 

Signature

Lastly is your signature. If you hand it in on paper you should sign it in hand and include your typed name. If you’re handing it in via email, it should be sufficient to sign with your typed name. 

Below is a complete resignation letter template you can copy and adjust to your situation.

Resignation letter template

Resignation letter template text version:

Resignation letter samples

With the resignation letter template above in mind, it’s time to take a closer look at a few sample resignation letters. What all of them have in common is their focus on the pleasant parts of their experiences with the company in question. 

The resignation letter example below here includes helpful and relevant information. It’s brief, sticks to the point, and above all it’s very polite. 

Text version you can copy:

The resignation letter example below here is shorter and less informative. You can have many reasons for keeping your letter as simple and short as this. The key element is, as before, to keep it professional and polite above all. 

Text version you can copy: 

Resignation letter samples with a reason why you’re resigning

Sometimes you’ll want to explain the reason for your resignation. It’s not a required part of your resignation letter though but in some cases it can make sense. For instance when it’s due to relocation, family reasons or a change in career. 

Below are some examples of wordings you can use for explaining why you're leaving the company. 

Relocation

Family reasons

Change in career

And there you go. 

Writing a resignation letter is no longer that daunting task but instead a way of creating a smooth transition to the next part of your work life. 

Ready to begin your next chapter? 

How do you write a good resignation letter?

How do I start a simple resignation letter?