How to write a formal resignation letter (with examples)
This article was updated on March 7, 2024.
Written by Michael Feder
Reviewed by Jessica Roper, MBA,听director of Career Services at 七色视频
While there are plenty of reasons to change careers, taking the time to update your resum茅, apply, interview, and then apply and interview again and again can be stressful.
That doesn鈥檛 even factor in the potential stress of finally telling your co-workers and managers that you鈥檙e leaving.
While moving on might be the right thing to do professionally or personally, the relationships you developed with your managers and co-workers can make it difficult to do so. One way to lessen the sting is to take a professional approach to your departure, and the first step is writing a letter of resignation.
鲍苍诲别谤蝉迟补苍诲颈苍驳听why听you have decided to resign from a position can help you craft the language that will go into your resignation letter. It鈥檚 not always a matter of simply listing your last day, the company name and other technical information. That鈥檚 why we sat down with Jamie Johnson, a听career advisor听at听七色视频听who has more than 30 years of experience in career coaching. Between her insights and the resignation letter templates included in this article, you鈥檒l be better equipped to make a graceful departure from your organization whenever the time comes.
Why do employees quit?
Bad management? Better opportunities? Let鈥檚 count the reasons.
No growth opportunities听
Moving up within a company motivates employees to stick with a job. Even if someone might not receive an annual promotion, the sense they can grow is important.
On the other hand, being passed over for a promotion can be disheartening, especially after years with one company. So much so that it might justify leaving.
As Johnson says, employees often find themselves in three stages within a job or career they like:
1.听听听听 Stay-cate:听You like your position and don鈥檛 want to move, so you develop听new responsibilities closely aligned with your existing role.听Example: A marketing assistant designing and spearheading a social media campaign.
2.听听听听 Update:听You like your role but want to grow, so you take your existing position in a new direction.听Example: A marketing assistant is promoted to marketing manager, overseeing general marketing operations.
3.听听听听 Innovate:听Your role is old news, so you take your career in a different direction with new responsibilities 鈥 and opportunities.听Example: A marketing assistant moves to the financial team.听听
Recognizing where you are in the process can help you make a good decision, including whether to stay or move on. It can also help you in the resignation process by clarifying where you would have liked to grow more and what kind of work you want to perform in the future.
Clashes with management听
Understanding and articulating your reasons for leaving isn鈥檛 about being critical toward the employer. It鈥檚 about relaying in a constructive, professional way why you鈥檙e moving on. Your soon-to-be ex-employer may not even be aware of problems that have motivated your resignation. Your resignation letter can serve as an opportunity to address those issues for employees still with the company.
Professional collaboration requires the successful alignment of several personality types, but it may not always work as well as expected. Some employees have horror stories of managers who bullied or humiliated their employees. Others have less dramatic stories that are still negative.
If this sounds familiar, you鈥檙e not alone.听According to Pew Research, a 2021 survey found that . While this may or may not be tied directly to management, it鈥檚 a strong indication that employees take action when they do not feel supported or respected in their position.
An untenable work鈥搇ife balance听
Johnson has worked with a wide range of people, from experienced professionals to recent high school graduates. She鈥檚 noticed a changing emphasis on work鈥搇ife balance. For some people, spending eight hours in the office and working extra time can feel comfortable and familiar. Other cohorts, such as Gen Z and millennials, tend to emphasize the importance of time spent outside of work.
No matter where you fall on the work鈥搇ife-balance spectrum, the fact that this spectrum exists is what matters. No one wants to work more than they have to, and even those hardworking employees might think twice if they see co-workers fleeing for greener, more balanced pastures. When businesses can鈥檛 cultivate a healthy balance between time on and time off, in other words, employees might search for companies with more progressive policies.
How to write a letter of resignation
Once you fully understand why you鈥檙e leaving, it鈥檚 time to start writing. A professional resignation letter most importantly outlines the details of your employment and departure.
A letter of resignation provides an easy-to-read format for this information, serving as a record of company name, the length of your tenure at the company and (if you decide to include it) the reason for your resignation. That can be useful for legal purposes, as it lays this information out in plain terms. It鈥檚 preferable to resigning over the phone or in person, in which case a letter of resignation might not be produced.
The goal of a good resignation letter is to provide an employer with as much information as possible to ease the transition for both sides. This includes giving your employer enough notice (most commonly two weeks) to find a replacement and sharing an outline of your duties at the company, so your employer has notice as to which skills to seek in a replacement.
If you鈥檙e looking to resign, it鈥檚 important to be as professional as possible. Even if your work experience has been negative, it鈥檚 still essential to write the letter professionally, Johnson says. You might also choose to address your employer by company name instead of directing notice toward a specific person. This further turns the resignation letter into a professional document rather than a personal one.
As you write your letter, the following steps and inclusions will help ensure a professional departure:
1.听听听听 Heading: Include your contact information (name, address, city, state, ZIP code, phone number and email address).
2.听听听听 Date: Document the date when you鈥檙e writing the letter.
3.听听听听 Employer contact information: Insert your employer鈥檚 name and professional title if using; always include the company name and address.
4.听听听听 Salutation: Open with a professional greeting. If you have a good relationship with the employer or manager, you might use their first name. But in many cases, it鈥檚 best to use their title and last name (e.g., 鈥淒ear Ms. Jones鈥).
5.听听听听 Opening paragraph: The first paragraph should get straight to the point. State your resignation and provide the effective date. It鈥檚 customary to give at least two weeks鈥 notice unless you have a different agreement with the employer.
6.听听听听 Second paragraph: You can explain why you鈥檙e leaving in the second paragraph, but keep it brief and professional. You鈥檙e not obligated to provide detailed reasons for your departure, and sometimes less is more.
7.听听听听 Third paragraph: This section should focus on the positive aspects of your job. Johnson recommends thanking your employer for the opportunity to work there. Even if it wasn鈥檛 your dream job, it鈥檚 important to recognize the skills and experiences you鈥檝e gained.
8.听听听听 Offer of assistance: Offer to help during the transition. You might volunteer to train a replacement or finish any outstanding projects.
9.听听听听 Closing: Use a professional closing, such as 鈥淪incerely鈥 or 鈥淏est regards,鈥 followed by your full name.
10.听 Signature: If printing your letter, leave a space for your signature and type your full name. If it鈥檚 an email, your typed name will suffice.
Remember, keep the letter professional and positive. Even if you鈥檙e leaving because of workplace issues, it鈥檚 essential to leave on good terms. The resignation letter could be kept in your file and might even be seen by future employers.
Consider the following resignation letter examples:
Click on the image to download our two weeks resignation letter example.
Click on the image to download our short-notice resignation letter example.
Click on the image to download our immediate resignation letter example.
Why is it important to leave a job gracefully?
鈥淩elationships are everything,鈥 Johnson says. She has a number of reasons for believing this. First, your reputation can precede you. Leaving a job on a sour note might make it difficult to get a positive reference for your next job.
Leaving on bad terms can also create personal tension between you and your former manager and co-workers, which can follow you even after you resign. At the end of the day, to resign with grace is the right thing to do if you want to maintain a positive impression with the people you used to work with.
And that positive impression has potential to pay off. For example, when former co-workers have a positive memory of you, they are more likely to speak on your behalf. This can open opportunities for career development that you may not be able to foresee right now.
Resigning professionally isn鈥檛 always easy, but it can make the transition period between employment easier. Writing a resignation letter shows that you are willing to resign without personal conflict. It also suggests you have both the attitude and maturity that can make your future employment much more pleasant and productive.
In short, leaving a job with grace sets the foundation for a fresh start that can build a network of potential opportunities now and in the future.
Career resources at 七色视频
Don鈥檛 embark on your career journey alone! 七色视频 equips its students and graduates with the following resources to help them on their professional paths.
- Career Services for Life庐 commitment: Available to UOPX students and graduates, this offering comprises complimentary career coaching, including guidance on how to build a personal brand and write a resum茅.
- Free career resources:鈥Browse a range of downloadable guides and templates to help you optimize your LinkedIn庐鈥痯rofile, get ready for a job interview and write a resum茅 and cover letter.
- :鈥Get career insights every week via UOPX鈥檚 LinkedIn newsletter.
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ABOUT THE AUTHOR
A graduate of Johns Hopkins University and its Writing Seminars program and winner of the Stephen A. Dixon Literary Prize, Michael Feder brings an eye for detail and a passion for research to every article he writes. His academic and professional background includes experience in marketing, content development, script writing and SEO. Today, he works as a multimedia specialist at 七色视频 where he covers a variety of topics ranging from healthcare to IT.
ABOUT THE REVIEWER
Jessica Roper, 七色视频 director of Career Services, is a seasoned leader with over 15 years of experience in leadership within higher education. She has honed her expertise in student services and career development and is passionate about helping others discover and refine their skills.
This article has been vetted by 七色视频's editorial advisory committee.听
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