How to write a resignation letter

You invested time in searching for the right job, you tailored your CV and cover letter, and submitted your application. You secured the interview and impressed the hiring manager. Next, you met the team director who liked the presentation you prepared. The offer comes in and you have accepted. Nice work, but there is one thing left to do; your resignation letter. It may feel like a tough thing to write, but it should not be something to worry about. A well-written resignation letter can ensure a strong enduring relationship with your existing employer.

A resignation letter will, in most cases, come after submitting your notice and speaking with your boss, however, it is still an important step in the process and one which formalises your resignation with company HR. The letter you submit to management and HR will go into your records and set the tone for your departure, as well as your relationship with the organisation moving forward.

What should I write in my resignation letter?

Your resignation letter is, in essence, a functional document, but it should still reflect well on you as it will be an enduring record of your departure from the company. You do not have to go into a huge amount of detail but there are some key things you need to cover. The letter should be formatted formally and should be named, addressed, and dated. You should state your intention to resign and give your preferred final day based on your notice period. It is often a good idea to thank your current employer and state your intention to do what you can to make the transition as smooth as possible.

What should I leave out?

Some things are best said in person and others left not said at all. The specifics of why you are leaving do not need to be included in your resignation letter. Your reasons are best-discussed face-to-face with your manager. Furthermore, if you have any grievances they should most certainly be left out of your letter. This is not the place to get things off of your chest or to raise issues. If you feel it necessary to do so then it is better to speak to your manager in person.

Resignation letter example

Here is an example of a simple resignation letter that you can adapt based on your circumstances:

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. In accordance with my notice period, my final day will be [date of last day].

I would like to take this chance to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learned a great deal during my time here and have enjoyed collaborating with my colleagues. I will take a lot of what I have learned with me in my career and will look back at my time here as a valuable period of my professional life.

During the next [notice period in weeks] I will do what I can to make the transition as smooth as possible, and will support in whatever way I can to hand over my duties to colleagues or to my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely, 

[Your Name]
 
A well-handled resignation will ensure an enduring relationship with your existing employer, manager, and colleagues - the resignation letter is an integral part of this. With it out of the way, you can focus on preparing for your next role and the next chapter in your career. 

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