How To Write a Heartfelt Resignation Letter (With Examples)

By Indeed Editorial Team

Published January 3, 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Resignation letters are important documents for formalizing your intent to leave a position, but they're also opportunities to express your gratitude for a role. If you're preparing to leave a job that means a lot to you, it's important to tell your employer how much you appreciated your time at the company. Learning how to write a personal and warm resignation letter can help you express your appreciation for a job.

In this article, we explain when to use a heartfelt resignation letter, describe what to include in your writing, list steps you can take to write your own letter and provide a template and example letters for reference.

When to use a heartfelt resignation letter

If you're leaving a job where you had important connections or worked for a long time, writing a heartfelt letter can help you express your sincere appreciation to your employer. Especially if you plan to maintain a relationship with your employer and coworkers after your departure, a warm letter can help communicate why the role was important to you. Regardless of the circumstances for you leaving a position, your letter can provide a valuable opportunity to express your thanks and say goodbye to those you care about.

Related: Great Resignation Letter Examples

What to include in a heartfelt resignation letter

Here are some things to consider including in your letter:

The details of your departure

Resignation letters' main purpose is to formalize your departure from an organization. Most choose to give their letters at least two weeks before they intend to leave a position. While you can include your thank you's and express your sadness to leave in your letter, ensure you also give the details of your departure so your employer can record the information and prepare for you to leave.

What you valued about your role

To make your letter appear heartfelt, tell your employer what you loved about your position and why you're sad to go. This can help reassure them you valued your position within the company and hope to maintain a positive relationship with them in the future. By expression what you liked about your role, you can help them understand your sincere sadness for leaving.

Related: Formatting a Resignation Letter: Tips and Examples

Your hopes for the future

Maintaining a relationship with past employers can be beneficial for many reasons. For one, it can help you apply for future roles because you know you have a reliable reference. It can also help you stay connected to people who meant a lot to you. Likely, if you're interested in writing a heartfelt letter, the people at your work had a profound impact on you. It's important to communicate those feelings and let others know how much you care about them. This can help you keep a healthy relationship even after you no longer work for the business.

How to write a heartfelt resignation letter

If you're wanting to write a heartfelt resignation letter, here are some steps you can take:

1. Address your letter

Start by addressing your letter to your supervisor specifically. If you want to write a letter to the rest of your team, you can write a supplemental document that isn't your formal resignation letter. The letter you write for your supervisor is part of your official employee record, so you might want to choose another way to express other appreciations or sadness to the rest of your team.

Related: How To Write a Simple Resignation Letter: Tips and Examples

2. Explain why you're writing

At the opening of your letter, explain that you're resigning from your position. Be sure to state explicitly when your last day of employment is so your employer can start formalizing plans for your departure. If you're comfortable explaining why you're leaving, you can include that here too.

3. Give information about your preparation to leave

Include any other logistical information you need your employer to know, like the status of certain projects, your intent to return company equipment or the location of important documents. Likely, you can work together after delivering your letter to formalize everything, but it's good to have the details in writing. Anything you think your employer needs to know can go in the letter, but try not to surprise them with information. You can have a separate conversation if you need to discuss something about your role, a colleague or performance.

4. Express your gratitude for the opportunity

To make your letter heartfelt, thank your employer for the opportunity and express your gratitude for your time there. You might choose to mention relationships you made, skills you gained or experiences you had in your role. Again, you can make your letter heartfelt without making it too personal. You can always write another thank you letter to your supervisor if there's more you want to include about your time at the company.

5. Thank the employer and express your desire to stay in touch

If you want to maintain a relationship with your employer, express your desire to keep in contact with the members of the team. You might mention if you're moving or if you plan to stay in the area. Thank them again for the opportunity and sign your name.

Related: How To Quit a Job the Right Way

Heartfelt resignation letter template

Here's a template that can help you write a resignation letter of your own:

[Your name]
[Your title]

[Today's date]

Dear [Supervisor name],

I'm writing this letter to formally announce my resignation from my role at [company]. My last day is [date].

[Your message of appreciation, sadness or reason for leaving.]

[List additional details about your departure.]

[Talk about your desire to keep in contact, if you wish to do so.]

Thank you again for the opportunity,

[Name]

Heartfelt resignation letter examples

Here are some example letters you can use for reference:

Example 1: Administrative coordinator

Tiffany Swenson
Administrative coordinator

December 15, 2021

Dear Brett,

I'm writing this letter to formally announce my resignation from my role at the University of Urbandale. My last day is December 31, 2021.

I'd like to thank you for the all the mentorship and guidance you've given me during my time here. I feel like I was really able to grow as a professional and as a person in this position. While it saddens me to go, I'm happy to know that I've gained lifelong friends from my role. The team here is really remarkable, and I'm sad to leave such an incredible group of people.

I plan to turn in my university computer, my office key and my speaker before leaving on the 31st. I have already called the financial services office about canceling my purchasing card and am transferring recurring charges to Makenna's card number.

I plan to come back and visit as much as I can. It truly has been a pleasure working with everyone. Please keep in touch.

Thank you again for the opportunity,

Tiffany

Example 2: Customer service representative

Annalyse Kilgore
Customer service representative

December 24, 2021

Dear Tina,

I'm writing this letter to formally announce my resignation from Happy Dogs Dog Care Center. My last day is January 7, 2022.

I wanted to personally thank you for hiring me for this role. Working here over the last five years has been one of the happiest times of my life. I'm excited about the next chapter in my career, but I can already say I'll miss everyone here very much, especially the customers. I'm very grateful for the relationships I've built over the last few years.

Please let me know what details you need from me to formalize my departure. I plan to return my uniform and building key.

Again, thank you so much for the opportunity. I look forward to hearing about all the incredible things you do next.

Thank you again for the opportunity,

Annalyse

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