Resignation Letter Examples: What To Do and What To Avoid

Image description

A person with a long ponytail sits at a blue desk writing on a piece of paper next to a list with the title "How To Write a Resignation Letter" and these steps:

• Record the time and date
• Start with an address line
• Include a statement of resignation
• List your last day of work
• Add a statement of gratitude
• List next steps or important information
• Close with your signature

No matter the reason you’ve decided to leave your current job, writing a professional resignation letter can help you maintain a cordial relationship with your company. A quality resignation letter briefly explains your intent to leave, thanks your employer for the valuable work experience and offers your help with the transition process to a new hire.

In this article, we discuss what to include in a professional resignation letter and we share examples of resignation letters you can use for reference.

What to include in a resignation letter

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]

A professional letter of resignation will set the right tone for your departure when you leave a job. Here's what to include in your resignation letter:

1. A salutation

You'll likely need to send your resignation letter to your direct manager or human resources representative, but sometimes, you will address the letter to your team, department or the organization as a whole. You can use the general salutation for business letters, such as using the person's first and last name ("Dear Jane Smith"). If you are very familiar with the person receiving the letter, you can also just use their first name ("Dear Jane").

Read more: Letter and Email Salutations Examples

2. Your intention and departure date

The body of your resignation letter should clearly state your intention to resign and the date of your future departure. While two weeks’ notice is standard, depending on your circumstances, you could leave your job immediately or offer more notice.

Mention your current title and the company's name. Also, you can also include information about anything you need to complete before you leave the company, such as outstanding projects or payments.

Related: What To Do on Your Last Day at Work

3. Your reason(s) for leaving

While you should provide your employer with a clear reason in your resignation letter that explains why you're leaving, you don't need to go into great personal details. Keep the tone civil and professional.

Related: How To Write a Letter of Resignation Due to Illness

4. A thank you

Stating your gratitude for your company can set a positive tone for the remaining time you'll spend at the organization and help ensure a good working relationship after your departure.

Related: How To Write a Heartfelt Resignation Letter

5. An offer to assist in the transition

Here, you may want to offer your employer any help that could make the transition to a new hire more seamless. You don't need to mention specific actions. A simple offer of assistance is enough.

Related: How To Leave a Job on Good Terms

6. Your contact information

If you didn’t already include your personal details at the top or within the body of your resignation letter, do so after your signature. This should include your current position at the company followed by your professional contact details. You can also include your personal contact information to make it easier for the company to reach you after your departure. 

Related: Q&A: How Much Notice Do I Give When Leaving a Job?

What not to include in your letter

What you want to include in your resignation letter will also inform you on what to avoid including. For example, avoid including a lengthy explanation as to why you've decided to leave your position.

Also, just as it's important to maintain a civil and professional tone and to add a thank you to your resignation letter, you want to avoid any negative remarks—about your job, your team, etc. The purpose of the resignation letter is to leave your job on the best terms, and anything that's counter to this should be left out of your letter. Again, reference the resignation letter examples above for guidance.

Related: How To Write a Resignation Letter Without a Notice Period

When is a resignation letter not necessary?

Some companies might not require a resignation letter and you should always check with your human resources department. However, sending a resignation letter helps you maintain a professional relationship with your employer after you leave your position, and given the typical two weeks' notice, it provides the employer with some time to hire a replacement.

Examples of resignation letters

Following is an example of a simple resignation letter and a resignation letter where you're giving two weeks of notice.

1. Simple resignation letter

Manny George
Assistant Sales Manager
LeBronx Properties Limited
45 Mayfair Street, New Plymouth Oklahoma 06554
mannygeorge@email.com

June 1, 2021

Dear Patrick,

I am writing this letter to notify you that I am resigning from my position as assistant sales manager of LeBronx Properties Limited, effective June 30.

I appreciate the opportunity for professional growth you have provided during my time at LeBronx Properties Limited. Thank you for your support and encouragement.

Please let me know how I can help during the transition period. I wish you and the company the best.

Sincerely,
Manny George

2. Two weeks of notice resignation letter example

Dear Mallory,

I am writing to inform you of my decision to resign as accounts manager with Manchuria Investments, effective two weeks from this date.

The past two years have been a wonderful experience for me. I appreciate the opportunities you've given me to learn and grow, and I value all of the professional relationships I've been able to develop here. I wish you and the company all the best.

Please let me know if there is any way I can assist with the transition. I hope to keep in touch.

Sincerely,
Richard Rutherford

Resignation letter template

Use the following template to craft your own resignation letter.

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

For even more advice on how to write a resignation letter, please check out the video below.