How to Write a Resignation Letter: Examples & Templates

Resigning from a job is a significant step, and crafting a well-written resignation letter is crucial for maintaining professionalism and leaving on good terms. This letter serves as your formal notification to your employer that you are leaving your position and outlines the terms of your departure. It’s not just a formality; it’s an opportunity to solidify your professional reputation and ensure a smooth transition for both you and your employer. A clear, concise, and respectful resignation letter demonstrates your commitment to professionalism, even as you move on to new opportunities.

This guide provides a comprehensive overview of how to write an effective resignation letter. We’ll explore essential components, offer sample letters catering to various situations, and provide practical tips to help you navigate this important process with confidence. From addressing the letter appropriately to expressing gratitude and offering assistance during the transition, we’ll cover all the necessary elements to create a resignation letter that leaves a positive lasting impression. Remember to tailor the letter to your specific circumstances while adhering to the core principles of professionalism and respect. By following these guidelines, you can ensure a seamless departure and maintain valuable professional relationships.

Key Components of an Effective Resignation Letter

Before diving into sample letters, let’s break down the key components that should be included in every resignation letter:

• Formal Salutation: Address your manager or supervisor by name. Use “Dear Mr./Ms./Dr. [Last Name],” unless you have a closer, more informal relationship.
• Clear Statement of Resignation: State your intention to resign clearly and unambiguously. Avoid vague language. For example, “Please accept this letter as notification that I am resigning from my position as [Your Job Title].”
• Effective Date of Resignation: Specify the exact date your resignation will take effect. This is usually two weeks from the date of the letter, but always check your employment contract or company policy. Be precise; avoid phrases like “around two weeks.”
• Expression of Gratitude: Thank your employer for the opportunities and experiences you gained during your time with the company. This demonstrates professionalism and goodwill. Be genuine and specific if possible.
• Offer of Assistance (Optional): Offer to assist with the transition process, such as training your replacement or documenting key processes. This shows your commitment to a smooth handover. Only offer this if you genuinely intend to follow through.
• Closing: End with a professional closing, such as “Sincerely,” “Respectfully,” or “Best regards.”
• Signature: Sign your name above your typed name. If sending electronically, you can type your name.

Tips for Writing a Polished Resignation Letter

Beyond the essential components, here are some additional tips to ensure your resignation letter is well-received:

• Keep it Concise: Aim for brevity. A resignation letter should typically be no more than one page long. Focus on the essential information and avoid unnecessary details.
• Maintain a Professional Tone: Even if you are leaving on less than ideal terms, maintain a professional and respectful tone throughout the letter. Avoid negativity or criticism.
• Proofread Carefully: Before submitting your letter, proofread it meticulously for any errors in grammar, spelling, or punctuation. A well-written letter reflects positively on your attention to detail.
• Deliver in Person (If Possible): If possible, deliver your resignation letter in person to your manager or supervisor. This allows for a more personal and respectful exchange. Follow up with an email containing the letter for documentation.
• Follow Company Policy: Be sure to adhere to your company’s specific resignation policies and procedures. This may include the required notice period or specific instructions for submitting your letter.
• Avoid Burning Bridges: Remember that you may encounter your former colleagues or employer in the future. Avoid making any statements that could damage your professional reputation.
• Be Prepared for a Conversation: Your manager may want to discuss your resignation with you. Be prepared to answer questions about your decision and to discuss the transition process.
• Don’t Over-Share: You don’t need to provide a detailed explanation of why you are leaving. A brief statement of your intentions is sufficient.
• Consider Your Audience: Tailor the tone and content of your letter to your relationship with your manager and the company culture.

Sample Resignation Letters: 19 Templates for Various Situations

Here are 19 sample resignation letters covering a range of situations. Remember to adapt these templates to your specific circumstances and company policies.

Sample 1: Standard Two-Week Notice

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective two weeks from today, [Date].

Thank you for the opportunity to work at [Company Name] for the past [Number] years. I have learned a great deal and appreciate the experiences I have gained.

I am happy to assist in any way possible to ensure a smooth transition during my departure.

Sincerely,

[Your Name]

Sample 2: Resignation with Immediate Effect (Use with Caution)

Note: Resigning with immediate effect can have negative consequences. Consult with HR or an attorney before submitting this type of letter.

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective immediately.

[Briefly and professionally explain the reason for immediate resignation, if you choose to do so. Keep it concise and avoid negativity.]

I regret any inconvenience this may cause.

Sincerely,

[Your Name]

Sample 3: Resignation to Accept Another Position

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I have accepted a position at another company that aligns with my long-term career goals.

Thank you for the opportunities I have been given during my time at [Company Name]. I especially appreciate [Mention a specific positive experience or opportunity].

I am willing to assist with the transition in any way I can.

Sincerely,

[Your Name]

Sample 4: Resignation Due to Personal Reasons

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

Due to personal reasons, I am no longer able to continue in this role.

I appreciate the opportunities I have had at [Company Name] and wish you and the company all the best in the future.

Sincerely,

[Your Name]

Sample 5: Resignation Due to Family Reasons

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

Due to family commitments, I am no longer able to continue in this role.

Thank you for your understanding and support during my time at [Company Name].

I am available to assist in the transition process as needed.

Sincerely,

[Your Name]

Sample 6: Resignation After Probation Period

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

After careful consideration during my probation period, I have decided that this role is not the right fit for my career goals.

I appreciate the opportunity to have worked at [Company Name] and wish you all the best.

Sincerely,

[Your Name]

Sample 7: Resignation for Health Reasons

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

Due to health reasons, I am no longer able to continue in this role. I wish to prioritize my well-being at this time.

Thank you for your understanding and support during my time at [Company Name].

Sincerely,

[Your Name]

Sample 8: Resignation to Return to School

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I have made the decision to return to school to further my education.

I value the experience I have gained at [Company Name] and appreciate the opportunities I have been given.

Sincerely,

[Your Name]

Sample 9: Resignation with a Longer Notice Period (If Required or Offered)

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date]. This provides [Number] weeks’ notice, as per my employment agreement/company policy.

Thank you for the opportunity to work at [Company Name]. I have enjoyed my time here and learned a great deal.

I am committed to ensuring a smooth transition and am available to assist with training my replacement and completing any outstanding projects.

Sincerely,

[Your Name]

Sample 10: Resignation from a Volunteer Position

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my volunteer position as [Your Job Title] at [Organization Name], effective [Date].

Thank you for the opportunity to volunteer with [Organization Name]. I have enjoyed contributing to [Mention a specific task or project].

I wish you all the best in your future endeavors.

Sincerely,

[Your Name]

Sample 11: Resignation due to Relocation

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

My family and I are relocating to [New Location] and therefore I will no longer be able to continue my employment.

I am grateful for the opportunities I have had at [Company Name], particularly [mention a specific skill or experience].

I am willing to help with the transition process remotely, if possible.

Sincerely,

[Your Name]

Sample 12: Expressing Disappointment (Use with Extreme Caution and Only if Necessary)

Note: This example should be used with extreme caution and only if you feel it is absolutely necessary to address a specific issue. It’s generally best to avoid negativity in your resignation letter. Consult with a professional before using this template.

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

While I appreciate the opportunity to have worked at [Company Name], I am disappointed that [Briefly and objectively state the issue without assigning blame. Example: “the opportunities for professional development I was initially promised did not materialize”].

I wish the company well in the future.

Sincerely,

[Your Name]

Sample 13: Resignation from a Part-Time Position

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my part-time position as [Your Job Title] at [Company Name], effective [Date].

Thank you for the opportunity to work here. I have gained valuable experience in [Mention a specific area].

I am happy to assist with training my replacement.

Sincerely,

[Your Name]

Sample 14: Acknowledging Positive Company Culture

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I truly appreciate the positive and supportive work environment at [Company Name]. I have enjoyed being part of such a great team.

Thank you for the opportunities to grow professionally.

Sincerely,

[Your Name]

Sample 15: Resignation After a Specific Project Completion

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

With the successful completion of the [Project Name] project, I feel it is a good time for me to pursue other opportunities.

I am proud of the work we accomplished on the project and appreciate the opportunity to have led the team.

Sincerely,

[Your Name]

Sample 16: Resignation from a Leadership Role

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I am grateful for the opportunity to have served as [Your Job Title]. I am proud of the progress we have made as a team during my tenure.

I am committed to ensuring a smooth transition for my successor.

Sincerely,

[Your Name]

Sample 17: Simple and Direct Resignation

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position at [Company Name], effective [Date].

Thank you for the opportunity.

Sincerely,

[Your Name]

Sample 18: Resignation with an Offer to Consult (Optional and if Applicable)

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I am grateful for the opportunities I’ve had during my time here and am particularly proud of [mention a specific accomplishment].

I am open to discussing a consulting arrangement to assist with the transition, if that would be beneficial.

Sincerely,

[Your Name]

Sample 19: Resignation to Start a New Business

Dear [Manager’s Name],

Please accept this letter as notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Date].

I am pursuing my long-term goal of starting my own business.

Thank you for the skills and knowledge I gained while working at [Company Name].

I am available to help train my replacement and ensure a smooth transition.

Sincerely,

[Your Name]