How To Write a Resignation Letter for an Executive Position

Updated July 5, 2023

If you plan to resign from your executive-level position, it's important to exit gracefully. Knowing how to leave your position and notify your employer can help you maintain a positive relationship with your supervisor and your colleagues. In this article, we explain the importance of writing a resignation letter as an executive, explain what to include in your resignation letter, list the steps for writing this type of resignation letter, provide you with tips and give you a template and an example to help you write your own letter.

Related: Resignation Letter Examples

Why is it important to write a resignation letter as an executive?

A resignation letter gives you an opportunity to leave your company on a positive note. Since employees in executive-level positions need to remain professional in their communications, it's important to write a resignation letter that continues to show your respect for the company and those you work with. Providing a formal notification of your resignation from your executive-level position helps you maintain a professional relationship with your employer. Providing your employer with a resignation letter also improves your chances of getting a good reference from them in the future.

What should you include in your resignation letter?

While you don't need to share the reason behind your resignation, it's important to include certain details in your resignation letter. Providing the right information ensures whoever reads it clearly understands the situation. Here's what to include in your resignation letter:

The date of the letter
A statement regarding your resignation
Your last day of work
An expression of gratitude for the opportunity

If you're able to, consider offering your help during the transition process with a new employee. For example, you can help train the new employee to ensure a smooth transition for all involved.

How to write a resignation letter as an executive

When leaving your executive-level position, you need a clear and effective resignation letter. Knowing how to present your resignation professionally can help you maintain a relationship with the company you're departing from. Use these steps to write a resignation letter as an executive:

1. Include all relevant contact information and the date

At the top of your resignation letter, include your first and last name, your street address and your city, state and zip code. Then, include the date you're writing the letter. After the date, include the recipient's title such as "Mr." or "Ms.," followed by their first and last name. Then, include their job title, the company name and the company's street address, city, state and zip code.

2. Write a salutation

After the relevant contact information, include a salutation such as "Dear," followed by the recipient's title and their first and last name. For example, "Dear Mr. Jones" or "Dear Ms. Henderson." A salutation lets the reader know who you're writing to.

3. Explain the reason for your letter

Open the letter by stating that you're resigning. Mention the position you're resigning from and the effective date of your resignation. Keep in mind that you should provide your employer with at least two-weeks notice. While you don't need to tell your employer why you're resigning, your answer may help them see where they need to improve if your reason had anything to do with the company itself. In other words, even if you're looking forward to your next position, your feedback can help improve the employment of future company employees.

4. Express your gratitude

Thanking your employer can help you leave a positive impression which can help in the future if you ever need a reference. Write a few sentences thanking your employer for the experience and the opportunities you were given during your employment. You can also describe the key things you learned on the job and what you enjoyed about working there.

5. Offer to help with the transition

State your willingness to help your manager or department with the transition. For example, you can help teach others your duties during the transition or you can help train your replacement. Tell them to let you know if there's anything else you can do to ease the transition process. Ultimately, show that you're still interested in the company's success despite your departure.

6. End on a positive note

Before you sign off, include a sentence or two that wishes the company well. You can also state that you hope to stay in touch despite your departure.

7. Include a sign off

At the end of your resignation letter, include a sign off such as "Sincerely," followed by your first and last name.

Tips for writing a resignation letter as an executive

As you write your resignation letter, consider the following tips:

Keep it brief. While it's important to include certain information in your resignation letter, make sure it's not long-winded. Keep it to a few paragraphs and make your sentences clear and concise.
Keep it positive. Maintain a positive, friendly and professional tone as you write your resignation letter. Keep in mind that you might want to ask this employer for a reference later on, so it's important to maintain a good relationship with them.
Check for errors. Before sending in your resignation letter, correct any grammar or spelling errors. This helps maintain the professionalism of your letter and helps you avoid listing the wrong resignation date.

Template

Your executive resignation letter needs to follow a certain format. Make sure you have the right information and know how to present it to your supervisor or employer. Use this template to guide the writing of your own resignation letter:

[First name] [Last name]
[Street address]
[City], [state] [zip code]

[Date]

[Mr./Mrs./Miss/Ms.] [First name] [Last name]
[Job title]
[Company name]
[Street address]
[City], [state] [zip code]

Dear, [Mr./Mrs./Miss/Ms.] [First name] [Last name],

I'm writing to give my formal notice of my resignation from my role as [job title] for [company name]. My last day will be [weekday, month and date of your last day]. After careful consideration, I've decided to resign due to [reason for resignation].

Thank you so much for the opportunity to work for [company name] for the past [how long you've worked at the company]. During my time here, I've enjoyed [things you enjoyed doing on the job]. I learned [things you learned in the role], which will all help me in my future endeavors.

Please let me know if I can help with the transition process. I'll do everything possible to complete my duties and train others as needed. I wish you and the company all the best and hope to stay in touch in the future.

Sincerely,
[First name] [last name]

Download Resignation Letter Template

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

Example

Once you understand how to format your resignation letter for an executive position, consider what you want to say. Be sure to write clearly and maintain a professional tone. Use this example to write your own executive resignation letter:

Addie James
5555 Jones Avenue
Pismo Beach, CA 55555

February 18, 2021

Ms. Dorothy Cline
Chief Executive Officer
Orange Media House
555 Juniper Way
Arroyo Grande, CA 55555

Dear Ms. Cline,

Please accept this letter as formal notification of my resignation from my position as executive director with Orange Media House. My last day will be Friday, Feb. 19.

I am grateful for the valuable experience and the opportunities I received while working at Orange Media House over the past 10 years. It's been great to work with such talented and helpful colleagues. During my time at Orange Media House, I was able to grow both personally and professionally, which I know will benefit me with my future endeavors.

Please let me know if I can help with the transition process. I'll do everything possible to complete my duties and train others as needed. I wish you and the staff continued success and hope to stay in touch moving forward.

Sincerely,
Addie James