If you have decided to leave your job, it’s time to take on the challenging task of writing and submitting a resignation letter to your employer. If you feel anger or resentment towards your boss, you risk allowing those negative feelings to leak into your message. On the other hand, if you loved your job and are sad to leave, your feelings may cause your letter to sound unprofessional. Either way, if you are not careful, your resignation letter may cost you a favorable reference contact and professional connection. For help crafting an appropriate message, review our writing tips and resignation letter templates. With our assistance, you can construct a respectful letter that allows you to depart your job with aplomb. Resignation Letter Template
Resignation Letter Template
Take a look at the sample resignation letter below. Mark Hansen is resigning his current job as an assistant manager after accepting a position elsewhere with a better title and better pay. While he feels his boss unfairly overlooked his qualifications for promotions during the course of his employment, Mark remains courteous and respectful throughout his message.
Dear Mr. Holton,
Please allow this letter to serve as my formal resignation from my position as assistant shift manager at Sheffington Holiday Resort & Spa. As my contract requires, I am giving two weeks’ notice. My last day will be Friday, October 22.
I want to thank you for giving me the opportunity to learn and grow in my profession here at Sheffington. During my employment, I learned many lessons concerning customer service, staff management, and public relations. I feel so grateful for my ongoing training and will use the knowledge this position afforded me as I advance my career in hospitality management. Thank you for providing a professional and positive work environment over the past five years.
Over the next two weeks, I plan to finish the project proposal for the winter season marketing campaign as well as the budget review for last quarter. I will transfer my notes on ongoing projects to my co-workers and am happy to train my replacement if you so desire. Please let me know if there is anything else I can do to make this transition as seamless as possible.
I wish you and Sheffington Holiday Resort & Spa continued success in the future.
Respectfully yours,
Mark Hansen
How To Write a Resignation Letter
Your resignation letter is a sensitive subject matter, so it is crucial to take extra care as you write and format it. When you write, stick to the letter’s purpose: to communicate your resignation to your employers, express your gratitude for the job, and inform them of the ways in which you will assist with the transition in your final days with the company. Remember to remain polite throughout your message, as you may one day need your readers to provide a reference.
Get to the point immediately so there is no confusion concerning your letter’s purpose. Begin your letter by stating your official resignation from your position. Communicate your last day of work, and make sure your departure date is in accordance with company policy. Refer to your contract requirements or see your HR department for help with this.
Continue by thanking your employers for the opportunity to work for them. Mention lessons you learned, ways you developed professionally, and key aspects of the job you enjoyed throughout your time in the position. While this may prove difficult if you disliked your job, co-workers, or bosses, focus on whatever positive experiences you can conjure up.
Conclude your resignation letter by asserting your intention to assist with the changeover in your final days of work, as our resignation letter template illustrates. Identify specific projects you will finish or the colleagues you will inform of your departure and train. If appropriate, offer to train your replacement, and ask if there are other ways to assist with the transition.
What To Avoid in Your Resignation Letter
As you write your letter, watch out for common mistakes that can make your departure awkward or tense. Avoid pointless criticism or accusations. The purpose of your letter is to resign, not get revenge, so now is not the time to air out a laundry list of all of your grievances about the job, your employers, or your co-workers. If you feel you must address legitimate concerns such as unsafe or unprofessional working conditions, do so in a civil manner.
On the other hand, if you loved your position and employers, watch out for over-the-top sentimentality. Absolutely convey your gratitude, but do not go overboard with compliments, as this may come across as insincere, sarcastic, or unprofessional. Keep your message kind but simple and to the point. Additionally, beware of sharing too much information. There is no need to go into too much detail concerning your professional life or your career choices.
How To Follow Up After Sending Your Resignation Letter
In most cases, it is a good idea to meet with your employers in person to notify them of your resignation before you actually send your resignation letter. This helps to ensure they do not feel blindsided or resentful upon receiving the message. However, it is equally important to follow up after writing and submitting your letter.
Time is limited, so try to meet with your employers within a few days of giving them your resignation letter. Discuss the final plans that you illustrated in your letter and ask if there is anything else you can do to make the transition as smooth as possible so it does not negatively affect the company.
Top 5 Resignation Letter Writing Takeaways
1. Review company policy before you write your letter
Make sure that when you write your letter, the date you list as your last day adheres to the company’s policy. Refer to your contract to do this, and feel free to mention your contract terms in your letter, as our sample does, to avoid confusion.
2. State your resignation in the very beginning
Start your letter by stating that you are resigning so your message is clear. Include the name of your position as well as the company’s name in this statement.
3. Thank your employers
Thanking your employers helps to preserve your reputation and depart your job with grace. Identify positive experiences you had throughout your employment. Mention ways in which you developed professionally, lessons you learned, or relationships you built.
4. Explain how you will assist with the changeover
Go over your plans to hand off duties and responsibilities to co-workers or new employees. Address any projects you intend to complete before your departure and offer to train your replacement.
5. Remember: you don’t want to burn a bridge
You may one day call upon these employers to give you a reference. Your resignation letter provides them with their last impression of you, so maintain a polite tone in your message.
