How to Tender Your Resignation (With Example Letters)

Whether leaving a job for a new position or retiring, every resigning employee needs to inform their employer of their intentions. When submitting⁠—also called "tendering"⁠—a resignation for any reason, make sure to use a professional tone and include any relevant information. In this article, we discuss how to tender a resignation and provide templates and examples for creating your own.

What does it mean to tender a resignation?

Tendering a resignation is a method of informing your supervisor that you will be departing from the company. This can take the form of an email, letter or personal meeting. The standard practice is to provide at least two weeks’ notice so the employer has enough time to find your replacement. Most resignations will typically have these elements:

Image description

Resignation Letter Format

"Resignation Letter Format" is the title of this infographic that shows an image of an example resignation letter.

On the left side of the infographic, a list points to each section of the email:

1. Date

2. Address line

3. Statement of resignation

4. Last day of work

5. Statement of gratitude

6. Next steps

7. Closing and signature

The resignation letter reads:

[Date]

Dear Mr./Mrs. [Your supervisor's last name],

Please accept this as my formal resignation from XYZ company. My last day will be [insert your final day of work], two weeks from today. I am grateful for all of your support during my time here and deeply appreciate all of the valuable experiences I have gained. It has been a sincere pleasure working with you and the team.

Please let me know how I can help during this transition and make it as smooth as possible. I wish you all the best.

Best wishes, and thank you for everything, [Your name]

How to tender a resignation

Here are some methods to use when submitting a professional resignation:

1. Provide a simple explanation

Write a resignation letter that consists of your personal details, department and date of exit. You should also briefly mention your reason for leaving your job, but it’s not a requirement to explain—especially if it’s for a personal reason. You can also state that you will be willing to discuss your resignation in detail if your supervisor would like to have a face-to-face meeting.

2. Resign tactfully

Whatever your reason for resigning, acknowledge the experience that you gained in the organization, and state that you appreciate the opportunities your employer gave you. Even if you are leaving because of a dispute with the organization, consider only mentioning the critical details without judgment. Tendering your resignation respectfully could make your employer more likely to offer you a recommendation or consider you for other opportunities in the future.

3. Schedule a meeting

It can be more personable to make an appointment with your supervisor and tender your resignation face to face. If you choose an in-person meeting, you can state the same points that you would in a letter or email. You could also discuss your future plans with your supervisor if you have a good working relationship with them. You can then follow-up with a written resignation letter if your employer requires one for HR records.

If you are resigning due to a conflict with your supervisor, consider including an HR staff member in your meeting so you can voice your concerns while keeping the meeting civil.

4. Plan a smooth transition

Generally, you should provide two weeks’ notice at the time of resignation. However, if you are covered under an employment contract, check the terms and conditions. You might have to give a certain amount of notice to be in compliance with the contract.

If you are working on a project at the time of your resignation, make sure to provide the details to your supervisor so they understand the project’s status and how to best proceed. You could be generous and ask your supervisor if they need any help hiring or training your replacement. This will demonstrate your professionalism and respect for the organization, which could help you maintain the relationship even after you leave the company.

5. Complete the necessary paperwork

You may have to complete some paperwork at the time of your resignation. Meet with HR to discuss the required documents and ensure you have followed all the procedures while resigning. This meeting may also involve discussing final compensation and other benefits, such as your retirement fund.

Your employer may also wish to conduct an exit interview to get insight into how you spent your time in the company and your perception of their management. No matter how you feel, be honest and respectful during this interview by providing your opinions with constructive criticism.

Resignation letter template

Below is a resignation letter template you can reference:

Dear Mr./Ms. [Supervisor’s last name],

I would like to notify you that I am resigning from my position as [job title] at [company name] due to receiving another job offer. My last day of work will be [date of departure]. I am grateful for all your support during my tenure here and sincerely appreciate the valuable experiences I have gained. It has been a pleasure working with you.

I would be glad to help you with a smooth transition and assist my replacement if needed.

Thank you and best wishes,
[Your name]

Read more: How to Write a Resignation Letter (With Samples and Tips)

Resignation letter examples

Here are some examples of resignation letters that explain the reason for resignation:

Resignation due to a better job opportunity

Dear Ms. Lopez,

I would like to inform you that I have accepted a position at a company that I feel is well suited to my career growth. Please accept this letter as my formal resignation as construction superintendent at Hollyfield Contractors. My last day of work will be Jan. 12, 2020.

I am grateful for all your support during my tenure here and sincerely appreciate the valuable experiences I have gained. It has been a pleasure working with you.

I would be glad to help you with a smooth transition and assist my replacement if needed.

Best wishes and thank you,
Mustafa Leonard

Resignation due to family reasons

Dear Mr. Parker,

Please accept my resignation effective May 1. As you know, my ailing mother is bed-ridden, and I need to be by her side during this challenging time.

It has been a pleasure working with you, and I will always appreciate the valuable experience that I have gained here.

Thank you for understanding.

Sincerely,
Jenny Chi