How To Write A Resignation Letter (How To Gracefully Leave)

How To Write A Resignation Letter (How To Gracefully Leave)

As you start your career, whether it be at your first job in retail or as you start to grow in the corporate world, there will come a time when you will need to write a resignation letter. In many cases, you have been offered a job at another company that you’ve accepted, and now it’s time to leave your current employer. In this article, you are going to see how to write a resignation letter, its respective structure, do’s and don’ts, templates, and how to gracefully exit. Let’s dive in.

What Is A Resignation Letter?

A resignation letter is a short, formal letter that you hand in to your employer stating your intention to leave the company and your specific position, the last day you will work, and a brief thank you.

Why You Should Write One

Writing a resignation letter is a polite and formal way to announce to HR and your superiors your intention to leave the company and your current position.

There are a couple of reasons why you should write this letter: First, it may be stipulated in your contract that you must give two-week’s notice before leaving your company. Although two weeks is the norm, make sure to check your contract for the specifics. Your contract may state three weeks or a month. Each contract is different.

Second, you may need a professional reference down the road and leaving on good terms is vital to getting a good, future recommendation, and it is the right thing to do.

Third, handing in a letter of resignation is giving your official notice that you are leaving and relinquishing your post at the company.

Structure of a Resignation Letter

Statement that you are leaving: In the first section you should clearly state that you are leaving the company and your position of e.g. Jr Manager. You might say something like:

Dear (Boss’ Name),

Please accept my formal resignation from the position of (position title) with (company name). My last day will be (date).

Make sure to check your employment contract to see how much time you need to give. Generally, it is two weeks. With this information you can add an appropriate date.

Appreciation for the job: In this next section, convey your gratitude for the position and the wonderful learning experience that you’ve had at the company. Maybe add a few specific things that you enjoyed, will be memorable, and that you will take with you throughout your career.  You might say something like:

Thank you very much for the opportunity to work as a (role) for the past (time). My experience has been memorable, and I greatly appreciate the opportunity I have had to work with amazing, competent, and visionary people in this company. Additionally, I have accumulated and honed many skills in (specifics), all of which I know will be strong assets throughout my career. I’m especially grateful for the mentors I have had throughout my time here that made that pushed me to be the best I could be.

Hand-off: Transitions can be tough for both companies and new employees. You should get all your work in order and offer to help on-board or train another individual if needed. Obviously, don’t over-promise what you can do, but make sure you are not throwing the new person a hot potato. Do your part and wrap things up diligently.

During my last (# of weeks), I will do everything possible to complete all my tasks and train other team members. Please let me know if there is anything I can do make the hand-off and transition as smooth as possible.

Best Wishes: Wish your boss, HR and team the best and success in future endeavors.

Thank you again for this wonderful opportunity and I hope to keep in touch.

Kind regards,

(Name),

Do’s and Don’ts of Resigning

Leave on good terms: Simply stated, it is important to end your employment with a company on good terms. You never know if in the future you will need a recommendation. Additionally, certain market segments are small, and recruiters know one another. You don’t want a bad image of you to come out and tarnish your professional profile for future opportunities.

Clean up your area: Leave your desk and area nice and tidy. Do you need to do any additional filing? Get it done. What about digital files? Get everything cleaned up and organized. Leave your area how you would like to receive a new area – nice, organized, and welcoming.

Leave good notes: You may have the opportunity to train someone or to hand off your work. Regardless of what the case is, make sure to note down processes and other important how-to notes for the next person. This will help ensure a smooth transition.

Write a resignation letter: This whole article is about this, so I hope you write one!

Don’t brag about new role: if you have been hired at a great new company, don’t brag to others about it. Keep it to yourself. You don’t want others to feel any negativity towards you. Also, it is unprofessional to brag about a new role while you are still at the old company.

Don’t be negative about the company: You may have hated your job and that is one of the reasons you are leaving. Refrain from giving bad feedback or badmouthing it. Keep it professional. People dislike this, and your new boss will also dislike this behavior.

How To Write A Resignation Letter – Template 1

Dear (Mr./Ms. Name),

Please accept my formal resignation from the position of (position title) with (company name). My last day will be (date).

Thank you very much for the opportunity to work as a (role) for the past (time). My experience has been memorable, and I greatly appreciate the opportunities I have had to work with amazing, competent, and visionary people that this company has. Additionally, I have accumulated and honed many skills (specifics), all of which I know will be strong assets throughout my career. I’m especially grateful for the mentors I have had throughout my time here that made that pushed me to be the best I could be.

During my last (# of weeks), I will do everything possible to complete all my tasks and train other team members. Please let me know if there is anything I can do make the hand-off and transition to be as smooth as possible.

Thank you again for this wonderful opportunity and I hope to keep in touch.

Kind regards,

(Name),

How To Write A Resignation Letter – Template 2

Dear (Name),

I would like to notify you that I am resigning from my role of (position name) for (company) effective on (date).

I have greatly enjoyed my experience and the opportunity that you and your company have given me. I feel that I have developed a much greater knowledge in (marketing/area), and I feel confident that the experience obtained here will be valuable as I continue to grow professionally.

During the next (# of weeks), I am more than willing to assist training other members of the team to take on this position. Please let me know how I can help to ensure a smooth transition.

Again, thank you for the opportunity to serve here. I look forward to staying in touch.

Sincerely,

(Name)

Wrap Up

Getting ready to write a resignation letter can cause uneasiness, anxiety, and stress. These are normal feelings when leaving your comfort zone at a company and diving into a new challenge at a different company.

Have you written a resignation letter before? Please share with the community your experience? What were some of the things you wrote in your letter? What tips would you give others to smoothly transition?

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