How to Write a Resignation Letter: What to Include and Examples
The time has come for you to quit your job and move on to bigger and better things. There’s just one thing standing in your way: the resignation letter.
This piece of admin is essential (most of the time) and should be a quick and easy task. But there are so many ways to get it wrong.
You don’t want to burn bridges or leave on bad terms, but you also need to communicate clearly that you’re quitting and when your last day will be.
Below, we’ve shared our advice on how to write the perfect resignation letter and included some ready-to-go templates for you to steal.
Do You Need a Resignation Letter?
First up, do you even need a resignation letter? Most of the time, the answer is yes.
Writing a resignation letter can feel outdated, but your company may require it for their records. Plus, you want to get the fact you’ve quit and when your last day is in writing, so there’s no confusion.
Depending on the type of company you work for, you may need to submit a professional hand-signed letter or a simple resignation email may be enough.
You can speak to your boss or HR department to find out what they need from you.
How Do I Write My Letter of Resignation Letter?
Here are some top tips for writing the perfect letter of resignation.
1. Be Polite
Even if you’re finally quitting a job you’ve hated for years, keep things professional and polite in your resignation letter.
Not only is it good practice, it keeps your reputation intact should you need a reference from your boss, want to work at the company again, or if your boss knows someone important in your career in the future.
Plus, the letter may very well be read by more than just your boss. You don’t want the whole of HR to see you in a bad light. You never know when your paths will cross again.
2. Outline Your Last Day
To avoid any unwanted miscommunication about when your last day will be, state it clearly in your resignation letter. If there’s a problem with the date, your boss or HR will let you know.
Be sure to check your employment contract to see how long your notice period is, you can include this for reference, too.
For example, “as per my contract, my notice period is two weeks, so my last day will be September 23.”
3. Keep it Short
You don’t need to give all the reasons you loved the job, hated the job, or what your grand plans are for the future. Simply state you’re leaving and clarify the date of your final day.
The smaller details, like any work you need to wrap up before you leave and when your leaving drinks will be, can be sorted out in person with your team.
4. Thank Your Boss
This doesn’t need to be a soppy Oscar-winning speech, but a quick line thanking your boss or employer for the opportunity to work for them adds to your politeness and professionalism.
It’s optional, but it is a nice touch, especially if you’ve had a good relationship with your boss or you want to leave on the best terms possible.
5. Skip the Reasons for Quitting
Now is not the time to tell your boss exactly what you think of them or reveal how Sarah from marketing is the real reason you’re leaving.
In fact, you don’t need to include the reason you’re quitting your job in your resignation letter at all. That can all be discussed during your exit interview or in a meeting with your boss or with HR.
If you do include a reason for resigning, keep it to one main reason and ideally something positive — such as moving on to a new job opportunity or going back to school.
What Should I Include in a Resignation Letter?
The main elements of a resignation letter include:
- The date you’re sending the letter, if it’s a letter, not an email (important so you don’t have to work longer than your notice period).
- The company’s and your contact information, if it’s a letter, not an email.
- The fact you’re resigning.
- The date of your last day.
- A short thank you (optional).
- An offer to help out with the transition during your notice period (optional).
For example:
[Your and company’s contact information: name, address, email, and phone number]
[The date]
Dear [your boss’s name],
Please accept this letter as my resignation from the role of [your job title] at [company name].
As per my contract, I have a [time] notice period, so my last day will be [date of last day].
Thank you so much for the opportunity to work for [company name], I’ve loved my [amount of time you’ve worked there] at the company.
Please let me know if there’s anything I can do during my last [time you’ve got left] to make the transition smoother.
Sincerely/Best regards/All the best,
[Your name]
[Your signature if it’s a letter or email signature if it’s an email]
Who Should I Send My Resignation Letter to?
This all depends on the company you work for. You may just need to provide a paper copy to HR or send an email with both HR and your boss CC’d in.
You should be able to ask either of these parties what is needed from you.
Is it OK to Resign Via Email?
Every company has its own policies, so it’s best to speak to your boss or HR department to find out what they need from you when you’re resigning.
You may find they need a typed resignation letter that’s printed and hand-signed, or a simple e-signature on a PDF document may do the job. In other companies, you may just need to include all this information in an email, rather than in a letter format.
Either way, your resignation should be recorded in writing, instead of just in a verbal meeting with your boss.
When Should I Hand in My Resignation?
You should hand in your resignation letter when you’re ready to quit. This could be when you have written confirmation from a new job or when you’re sure you want to quit your current job to move on to something else, like study, time off, travel, or starting a business.
You can book a meeting with your boss to let them know you’re quitting and have your resignation letter ready to give them.
If you work in a more casual environment, though, it’s more likely that you’ll speak with your boss about quitting first, and then hand in your resignation letter soon after.
Resignation Letter Templates
It’s time to write that resignation letter. Here’s exactly what to say.
Simple Resignation Letter Template
September 2, 2022
Dear Jen,
Please accept this letter as my resignation from the role of senior writer at the Herald Times.
As per my contract, I have a four-week notice period, so my last day will be September 30, 2022.
Thank you so much for the opportunity to work for the Herald Times, I’ve loved my three years at the company.
Please let me know if there’s anything I can do during my last four weeks to make the transition smoother.
Sincerely,
Sarah Jones
Resignation Letter Template with Reason for Leaving
September 2, 2022
Dear Jen,
Please accept this letter as my resignation from the role of senior writer at the Herald Times.
I’ve been offered a role as sports editor at the London Tribune / I’m going back to school to train in law / I’m taking some time away from my career to focus on my family.
As per my contract, I have a four-week notice period, so my last day will be September 30, 2022.
Thank you so much for the opportunity to work for the Herald Times, I’ve loved my three years at the company.
Please let me know if there’s anything I can do during my last four weeks to make the transition smoother.
Sincerely,
Sarah Jones
Resignation Email Template
If you’re writing a resignation email, most of the tips in this article will still apply. Keep things short and polite, include your notice period and the date of your last day, and say thanks.
Subject: Resignation
Dear Jen,
Please accept this email as my resignation from the role of senior writer at the Herald Times.
I’ve been offered a role as sports editor at the London Tribune / I’m going back to school to train in law / I’m taking some time away from my career to focus on my family.
As per my contract, I have a four-week notice period, so my last day will be September 30, 2022.
Thank you so much for the opportunity to work for the Herald Times, I’ve loved my three years at the company.
Please let me know if there’s anything I can do during my last four weeks to make the transition smoother.
Sincerely,
Sarah Jones
Writing a resignation letter can feel as stressful as quitting your job in the first place. But if you follow these tips and steal our templates, you can make sure you get it right. So, what are you waiting for? Write up your letter of resignation and start planning those leaving drinks.
