You’ve decided to resign from your job. But, before you provide your two weeks’ notice, you must prepare a resignation letter, which serves as an official notification to your manager or employer of your intention to depart. 

Even though a letter of resignation isn’t a long document, it is significant and should be written carefully. In order to help you understand everything you need to know about resignation letters, including what they are, what they should include, and how to write them, we at EZResume have put together this guide

What is a Resignation Letter?

A resignation letter is a formal/official letter that informs your manager that you are leaving the company. It includes details about your final day of work and serves as a formal employee record for the organization. Despite frequently being referred to as a “letter,” it is now sent by email. Resignation emails are typically regarded as an appropriate format for the situation because they are quicker, simpler, and easier to deliver. 

How Important is a Resignation Letter? 

Your employer expects you to provide a resignation letter when leaving a company, even though you might not be asked to write one. Now let’s see how important a resignation letter could be and its role in an employee’s departure from their current company. 

• Social norms require that resignation letters be submitted, and failing to do so could be viewed as unprofessional.
• A resignation letter can be an effective tool for conveying important information to the company about your departure.
• It’s crucial to note that your resignation letter is a record of your employment with the company and acts as proof of your departure decision for both you and the employer.
• All relevant policies and procedures, like the notice period, take effect as soon as a letter is sent. Your letter can also be utilized as a source of clarification if there is ever a question regarding your resignation.
• Writing a resignation letter properly will help you make a positive impression on individuals who might be able to aid you in the future. You never know when you’ll need a mentor or reference or even whom you might end up working with again.

Also, read How to Write Thank Email for a Job Interview

What to Include in a Resignation Letter? 

When it comes to preparing your resignation letter, you may be relieved to discover that you can use a best practice structure as a guide regardless of your situation. This format, which consists of the sections below, is typically used for both formal letters and emails. 

1. Personal and company details 

A formal letter typically includes the sender’s personal information. We advise starting your resignation letter with your address and the current date. Next, follow up with the name and location of the company. You can omit this section if you’re submitting a resignation email. 

2. Greetings 

The letter should be addressed and sent to your manager. Depending on your connection with them, you can either use their personal name, such as “Dear XXXX,” or their professional title, such as “Dear Dr. XXXX.” 

3. Mention the last date of work 

Your last day of employment must be specified in your resignation letter. The day should be at least two weeks after your resignation letter has been delivered. This provides your company some time to work with you to ensure a smooth transition. 

4. Your position 

The position you are resigning from must be specified in your resignation. 

5. Contact information 

In order for your employer to get in touch with you after you’ve left your work, be sure to provide your contact information in your resignation letter. Your personal email address should be listed here, but you could also maybe include your phone number and postal address. 

6. Reasons for leaving (Personal or not) 

You can also give a reason for departing if you’d like, be it a better opportunity or career growth. This is entirely at your discretion and is not required. If you must explain this to your current employer, we recommend keeping it brief and to the point. Depending on your situation, you may be able to give more information verbally at an exit interview.  

7. The intention of completing a handover  

Your letter should include a statement about your plans to finish a thorough handover before your departure day. If your company is able to hire someone else before you depart, you might also wish to offer to train your replacement. 

8. Thank you and appreciation 

Although a resignation letter isn’t exactly a thank-you note, it should contain gratitude for the opportunity and encouragement your employer and supervisor gave you throughout your tenure there. The letter should include details about the things for which you are thankful, such as lessons you’ve learned or opportunities you’ll always treasure. 

Also, like resume templates, there are certain templates and formats a resignation letter should be written in. Don’t forget about that! 

What to Avoid Including in a Resignation Letter   

Your resignation letter will probably be kept by your employer along with other employee records, and it might be considered a professional reference in the future if another employer wants to contact you. In this situation, a poorly written or too critical resignation letter may have an influence on your career after you’ve left your current position. Some things to avoid include: 

• Don’t provide an explanation for leaving.
• Don’t complain about the negative aspects of your employment, your co-workers, or the company.
• Don’t boast about your upcoming plans.
• Sending a poorly edited letter is not advisable.
• Keep it simple and limited to one page.

Your resignation letter won’t reflect negatively on you in the future if you keep it in a respectful and professional tone. 

Example of a Resignation Letter 

(Current date)
Manager’s name
Company
Address 

Dear (manager’s name), 

Please consider this letter as an official confirmation of my resignation from (company name). My last day working for the company will be (date). 

I’ll make sure that all of my tasks are finished to the best of my ability before I go. I am happy to help in any way I can to ensure a seamless handover to my replacement. 

I’d like to express my gratitude for the opportunity to work at (business) for (years of service). I have cherished working with the team over this period and will miss our interactions. 

Even though I am thrilled about the new opportunities I will be exploring, I will always have fond memories of my time at (business name). After I depart, please don’t hesitate to reach out to me if you need more information, and I would love it if you did stay in touch for a long time to come. 

Kind regards, 

(Your signature)
(Your name and contact information)

The above is a sample resignation letter that is in a standard format which one can send to their employer in a written format or in the form of an email

Tips to Remember When Writing a Resignation Letter 

Your last exchange with your current employer will be in a letter of resignation. However, it is important to make an impact and leave a lasting impression. When writing your resignation letter, bear the following points in mind: Keep it brief and to the point. There shouldn’t be more than two or three paragraphs in your letter. Don’t ramble on about unrelated topics or repeat yourself from the conversation earlier. 

Keep in mind that your letter will likely be read by the reader for the first time.  Continue reading to learn all the tips you should follow when writing a perfect resignation letter. 

• Be genuine and respectful 

You should always be respectful when you are writing a resignation letter. This is a final goodbye to your employer, so it’s important to keep any emotions out of the letter. Respect begins with being genuine. If you are writing a resignation letter for a job that is not right for you, then be honest about this in your letter. Also, let your employer know if there are jobs in another department that might make more sense for you going forward. 

• Offer support 

In your letter of resignation, be sure to state your willingness to help with hiring your replacement and preparing your team for your departure. Give important details, such as contacts or days when regular duties must be done, in writing. State that you will try to finish your existing obligations before you depart.  

• Express your gratitude  

Despite the fact that you might not have always had pleasant experiences in your current work, it’s possible that your company spent time and money training you for the job. Because of this, it’s polite to express gratitude to your manager for the opportunities you’ve been given. 

No job is easy all the time, so it can be beneficial to reflect on some of the best experiences you had working there while writing your thank you note. All of this is necessary to write your resignation letter professionally and make a positive impression. 

• Provide a brief timeline of your departure 

What day do you start your new job? What will your new schedule look like following your resignation? What tasks do you still have to finish at your old job? These are all important details to include in your resignation letter. They will allow your employer to prepare for your departure and make sure that everything is up to par before you leave. It will also help them make sure that you don’t miss any deadlines. 

Here get some Tips to Prepare for Your Performance Appraisal

Resignation letters are a great way to formally leave your job. If you’re ready to write one, then these are a few things you should keep in mind when drafting your letter. 

Also, if you are facing problems in finding the perfect jobs to apply for after submitting or planning your resignation, download EZJobs, it is the best job portal where you can find more than a million job opportunities.