When leaving a job, it is always best to leave on good terms. There are many reasons to resign from a job, such as getting a new job or needing to leave due to personal reasons, such as being burnt out or family obligations. It is not wise to burn any bridges because it can have a negative impact on your career. There will always come a time when you leave your job and separating ways with your employer needs to be handled gracefully. If you are unsure of how to proceed when resigning from a job, have no fear because we will cover everything you need to know in this blog.

What is a resignation letter?

A resignation letter is a document an employee gives to their supervisor announcing their intent to leave their current position. It is an official letter which includes the details your current employer needs to know, such as your last day of work and any transition steps that need to be taken. It is always best to give your resignation letter to your supervisor in person; however, an email is appropriate if you are working remotely.

Why is it important to write a resignation letter?

As mentioned above, it is essential that a resignation letter is given to your employer once you decide to move on to the next opportunity. You must be professional and resign gracefully so you don’t damage your reputation. A well thought out and professional letter will ensure that you maintain a positive relationship with your manager once you leave the company.

How should you format and style your resignation letter?

You want your letter to look professional, so it is essential to format and style it in a way that shows that you have been thoughtful in your choice of text. The following elements should be included:

  • Format

Your resignation letter should be single-spaced, with a space between each paragraph. Be sure to use one-inch margins and align the text to the left.

  • Font

It is important to use a traditional font such as Arial, Times New Roman, or Calibri. Keep your font size at either 11 or 12 points.

  • Length

The length of your resignation letter should be no more than one page.

How should you organize your resignation letter?

To write an effective resignation letter, be sure to include the following items:

  • Subject Line for Email

When creating a subject email line regarding your resignation it is important that it is direct and gets straight to the point of the matter.

  • Header

The header should include the date of the letter, the company name, your supervisor’s name and title, company address, and your supervisor’s email address.

  • Salutation

You should address the resignation letter to your supervisor and use his or her title. For example: Dear Mr. John Smith, Executive Director.

  • First Paragraph

In the first paragraph let your supervisor know that you are resigning as of the effective date.

  • Second Paragraph

In the second paragraph let your supervisor know the reason that you are leaving. Always give positive reasons and don’t ever go into the reasons you dislike your current position. Some common reasons to leave a position is to accept another position with more money or better benefits, making a career change, taking time off to care for family, or to further your education. In addition, offer to help with the transition as you exit the company.

  • Third Paragraph

In the third paragraph, show gratitude to your supervisor for being a good mentor and/or the opportunity to work for the company. If you would like a letter of recommendation from your supervisor, this is the perfect place to ask for one.

  • Closing Salutation and Signature Block

Common closings to a resignation letter include Sincerely, Best regards, or Respectfully. Leave a space to sign your name and under that should be your typed name and contact information.

Best Practices to Follow

  • DO show your gratitude for the time spent in the position.
  • DO be polite and make sure the letter has a positive tone.
  • DO proof your letter or have someone else look it over before handing it over to your employer.
  • DO try to resign to your supervisor in person, if possible.
  • DON’T submit your resignation letter before checking your employment contract, if applicable, to see how much notice you are required to give. (Note: If you don’t have am employment contract, it is customary to give at least two weeks’ notice.)
  • DON’T give too much detail. It is best to be short and to the point.
  • DON’T include anything negative.
  • DON’T forget to ask any questions regarding benefits and/or pay.

Resignation Letter Examples

Sample 1 – Simple and to the point

June 1, 2022
Mr. John Smith
Executive Director
Acme Corporation
1234 Main Street
Atlanta, GA 30329

Dear Mr. Smith,

Effective today I am resigning from my position as Accountant at Acme Corporation. My last day will be on June 15, 2022.

Respectfully,

Emily Miller

cc: Human Resources

Sample 2 – Showing gratitude

June 1, 2022
Mr. John Smith
Executive Director
Acme Corporation
1234 Main Street
Atlanta, GA 30329

Dear Mr. Smith,

This letter is to inform you that my last day with Acme Corporation will be June 15, 2022.

I have thoroughly enjoyed my time with the company, as well being a part of such a wonderful team. I am grateful to have had the opportunity to work with you and have learned so much during my tenure.

I am happy to help with the transition, so please let me know what I can do to help.

Respectfully,

Emily Miller

cc: Human Resources

Sample 3 – Formal

June 1, 2022
Mr. John Smith
Executive Director
Acme Corporation
1234 Main Street
Atlanta, GA 30329

Dear Mr. Smith,

Please accept this letter as formal notification of my resignation from Acme Corporation. My last day of work will be on June 15, 2022.

I appreciate the experience that I have gained while here, as well as the growth opportunities. I have enjoyed working with you and being a part of such a great team.

If I can help with the transition, please let me know. I wish you and Acme Corporation continued success.

Respectfully,

Emily Miller

cc: Human Resources

Sample 4 – Heartfelt

June 1, 2022
Mr. John Smith
Executive Director
Acme Corporation
1234 Main Street
Atlanta, GA 30329

Dear John,

I will be resigning from my position as Accountant at Acme Corporation, and my last day will be June 15, 2022.

Thank you for being an amazing coach who has taught me how to thrive in a fast-paced industry. Working with you has been a pleasure and I have enjoyed the time spent on your team.

Please don’t hesitate me to know if there is anything I can do to help make the transition as smooth as possible. I wish you nothing but continued success.

Sincerely,

Emily Miller

cc: Human Resources

Conclusion

When it is time for you to resign from your job, it is essential that you provide a resignation letter to your supervisor. This not only gives you a graceful exit, but it also shows your professionalism. Always remain positive in your interactions, even if you are leaving a negative situation. You never know when you will need to ask your supervisor for a recommendation. The information we have given you will ensure a smooth transition into your next opportunity.


About the author

Michelle Humphrey has over twenty years of experience in writing, editing, and proofreading. She is a published writer who has written for several media outlets. In addition, she has several years of experience in the legal and human resources fields, a BA in Business Management and Human Relations, and an MBA in Marketing. She is a dedicated professional with demonstrated strengths in employee relations.