Resignation Letter: How to Write, Samples & More

So you are resigning from your position?

Even if you have your next job lined up, it is very important that you do this professionally.

You need to be graceful. If you burn bridges, it may be difficult to land future opportunities!

This article will show you how to write a resignation letter that works for you.

How to Write a Resignation Letter

You have decided to quit your current job.

Now what?

Your resignation letter should come after quitting in person. It should put what has already been discussed in writing.

(For more information about resigning from your job, read Quitting a Job: Everything You Need to Know.)

Why Is a Resignation Letter Important?

First and foremost, writing a resignation letter should be done because it is the professional thing to do.

It confirms both the fact that you are leaving your job and the date of your last day.

A resignation letter may also be called a “Two Weeks’ Notice Letter.” This is because giving two weeks’ notice is customary when you leave an employer.

Your letter will also set the tone for your final weeks on the job. Leaving on a positive note should afford you the opportunity to get great references if needed.

Resignation Letter Format

There is a way to write a resignation letter that covers all the essential information without filling the page with unnecessary text.

That format is shown below:

1. Your name and contact details
2. Date of letter
3. Recipient’s name, job, company, and address
4. Dear [Employer/Recipient],
5. First paragraph. State that you are resigning and when your last day will be.
6. Second paragraph. Emphasize gratitude or say something positive about the job.
7. Third paragraph. Offer to help in the transition.
8. Sincerely [or other professional closing]
9. Your signature and typed name

Your resignation letter might look like the sample below. Click the image to download a template.

Following the above format will cover all the bases.

You have the option of adding fond memories or achievements, but that is not necessary. You will know if it is worth including additional information.

Employment Resignation Letter Tips

When resigning, you get one shot at doing it right.

You do not want your resignation letter to go down like a lead balloon. If it does, that could easily have a negative effect on references.

You want it to be easy to digest while saying the right things.

5 Things To Remember When Writing a Resignation Letter

It may seem that it is hard to go wrong in as few words as is in this letter.

But, you can easily say the wrong thing.

When writing your resignation letter, do the following:

1. Keep it short. Nobody wants you to submit a novel. Every important detail should be easy to find and on a short document.
2. Be grateful. Even if you did not like the job, show gratitude in resigning and you will only help yourself going forward.
3. Offer to help in the transition. It may be increasing the load that you bear in your final weeks, but remember that it is a load created by your resignation. Offer to help in whatever way you can.
4. Say something positive about the job. There may be something that you particularly enjoyed doing or something that you are proud of. No need to go into detail, but mention it.
5. Quit and submit your letter on a Friday if you can. This gives your boss a whole weekend to prepare mentally.

It is very important to remember each detail explained above when you are attempting to leave on a positive note.

Combine that with following the advice below about what you need to avoid, and you will be well prepared to write a resignation letter that works.

5 Things To Avoid When Writing a Resignation Letter

It may seem like it is just a letter and no more. But actually, it is a reflection of your intentions for the duration of your time in the job.

Make it seem important that you want to leave the company in a good place.

Here are the DON’TS for your resignation letter:

1. Do not talk negatively. Whether it is about your boss, your colleagues, your job, or even the company as a whole, it is extremely detrimental to do this in your letter.  Even if the management team was horrible and you were carrying every project on your back, it will not help you to point this out now.
2. Do not make it all about you. Show gratitude for the opportunity, and offer to assist in the transition. That does not mean that this is irrelevant to you, but do not make it all about you either.
3. Do not leave out key information. Make sure your letter includes your final day with your employer. This is important to have in writing.
4. Do not emphasize that you are glad to leave. You may be leaving, but reveling in it can easily insult your employer, and this can come back to bite you down the line.
5. Do not give less than 2 weeks‘ notice, if it can be helped. There is nothing worse than disappearing abruptly and then needing a favor six months later.

When resigning, you are looking to limit any damage caused by your exit.

Resignation Letter Samples for Different Contexts

Below, you will find multiple samples of resignation letters across different professions and situations.

Please note that all of the samples below would begin with properly formatted addresses, a date, a salutation, and a professional closing as shown above.

Short and Simple Resignation Letter

In some cases, you will want to include all the crucial information while saying as little as necessary.

An example of a simple resignation letter is below:

You keep everything short and sweet, but still accomplish all that you need to. You state your final day, show appreciation, and offer to help in the transition.

Immediate Resignation Letter

Immediate resignation is far from the ideal situation.

However, sometimes it can’t be helped. If that is the case, you need to emphasize that.

Maybe you have been forced to relocate on short notice, or maybe your new job would only let you start if it was immediate.

If relevant, say that you would give time if you could.

An example of quitting immediately is below:

If there is no reason causing you to resign immediately, do not draw attention to this.

However, if it is at all possible for you to give notice, it is in your best interest to do so.

Formal Resignation Letter

This is a letter that covers all the key details, with very little else.

It is very short and to the point. If you find it difficult to resist doling out some criticism, then perhaps this is the ideal format for you.

It reflects better on you to have a positive letter, but neutral is a lot better than negative.

Below is an example of how a formal resignation letter may look:

Talking negatively about your employment may offer some temporary satisfaction, but it can have long-term negative effects.

This is different from the short and simple template above because the short and simple template is positive, while this is neutral.

Resignation Letter if You Hate Your Job

The above sample is very useful in this case.

You do not want to bring up all the reasons you hate your job.

If you phrase this letter as if you will be glad to get rid of your old employer because they were holding you back, you will severely damage your future prospects.

Unless you are able to focus on the positives for this letter (no matter how few), then the formal resignation letter above is a good fit for you.

However, if you feel that you can emphasize only the positives and resign without burning bridges, then go with the standard letter above.

Resignation Letter For a Job You’ve Just Started

This is a situation that is far from ideal.

More than that, it is a situation that you can’t afford to repeat multiple times, as it will look like you are a job-hopper on your resume.

However, sometimes it happens, and to the best of us.

Here is an example of how to write a resignation letter if you’ve just started working for an employer:

This situation can easily have a negative fallout if you fan the flames, so keep your letter of resignation positive.

Resignation Letter With Regret

Sometimes, people are forced to resign from their jobs.

This may be due to health reasons. Generally, it is caused by circumstances that are beyond the individual’s control.

Sometimes, the person is not able to give notice either.

State the regretful nature of the situation. Make it clear that if you had a choice in the matter, this would not be happening. However, also be honest and thankful.

Show regret, but also show gratitude.

A sample of a resignation letter with regret is below:

Your situation can easily be understood.

In helping with the transition process thereafter, you place yourself in an excellent place to receive good references.

Retirement Resignation Letter

This context is different than most.

While most resignation letters are submitted prior to the sender continuing their career, this comes when someone is ending their career.

References and bridges do not matter as much, but being a good and professional human being does.

In this case, seek to acquire evidence of acknowledgment of your resignation. This will assist you in proving your resignation if there is a dispute.

Here is how a retirement resignation letter might look:

Just like leaving your first job, you want to leave your last job with dignity and grace.

Resignation Letter Email Sample

Hopefully, you will always have the opportunity to resign in person or at least by phone, but sometimes this is not the case.

If you are sending a resignation letter as your first contact, then you need to make the best of this.

Below is a full example of how a resignation email might look:

If you must resign immediately, then apologize and say it is effective immediately. If you have a good reason, mention it.

Letter of Resignation Examples for Different Jobs

Below are a few samples of resignation letters for some specific jobs and roles.

They stand out a little from the general samples we discussed earlier.

Resignation Letter for Teacher

Obviously, submitting a letter of resignation as a teacher is very different.

For one thing, two weeks is not appreciated when pupils have tests and exams. They could do without the instability!

Below is an example of how a teacher’s letter might look:

Don’t forget to send a letter to your student’s parents if you are resigning mid-year.

Resignation Letter for Nurses

When your job deals with patients rather than clients, your focus is very different.

Stating that it was a beneficial time personally is advised. It is a very personal job. You are always welcome to state the professional benefits too.

Read below for a sample of how a nurse’s letter might look:

A smooth transition is always desirable, but more essential when you are dealing with ill people and loved ones of these people.

Resignation Letter for Finance or Accounting

It is very important that you show that you understand the possible challenges in the period of transition.

When you do this, say also how you intend to help.

To show that you intend on helping with a smooth hand off, you can say:

This shows that you are wanting to leave in the best way for you and for them.

Resignation Letter for Sales or Marketing

Here, you want to ensure that you emphasize two key differences.

Firstly, when mentioning that you are grateful for the opportunity, state sales skills that are helping you move on.

Secondly and more importantly, don’t just make a small hint of helping in a time of transition.

To show you will help with the transition of clients, you might say:

When a good reference is on the table, you want your resignation to show that you fully understand where you are leaving your former employer.

By showing that you know, you can show how you are helping.

Resignation Letter for Customer Service

What is so different about this kind of letter? Remember getting references and quitting graciously.

When showing gratitude, emphasize the employer’s good example or mentoring when it comes to dealing with customers person-to-person. State that you are happy to continue to communicate.

To show you are open to ongoing communication, you can say:

Customer service is exactly what it sounds like, so make it clear that you are doing your best to show that you have gained from it.

Resignation Letter for an Executive

This is quite similar to a standard resignation letter. A key difference is that the transition period may need more time.

You may wish to extend your notice time and say the following:

It is then crucial to ensure that the transition process goes smoothly, and be sure to state that you will do whatever needed to ensure that that happens. That includes offering to help recruit and train your replacement.

Resignation Letter for a Board Position

This context is different again.

However, you still do not want to leave who you are writing to high and dry.

See below for an example of what an exiting board member might say:

If you can happily stay on until replaced, say so.

Resignation Letter for an Internship or Temporary Position

As an intern, if your coursework is too heavy, be honest.

A resignation letter for an internship may look like:

If limited career progression or securing a full-time job are causes, say that.

Basically, be honest and grateful. Remember to wish them well and offer to help in the transition.

Key Takeaways

In summary, keep your resignation letter informative and to the point.

Keep the negative details to yourself.

Show gratitude.

If you are thinking of resigning and don’t have a new position lined up, you may wish to update your resume or brush up on your job search skills. Let us know if we can help!