How to Write a Resignation Letter

You've made the decision to quit your job or made a career change and you want to leave on a positive note. Giving advance notice and informing people politely are the first steps in accomplishing this. So, do you need to send a resignation letter? If so, who do you send it to? And what do you have to say?

Don't be concerned if you're considering resigning but don't know how. You simply need to learn how to write a formal resignation letter.

In this article, we share tips for writing a short, simple resignation letter and offer examples for you to reference when creating your own.

Key Points at A Glance:

1. What Should I Do if I Want to Resign from My Job?
2. What Should I Include in My Resignation Letter?
3. Resignation Letter Template
4. Should I Write a Resignation Letter or a Resignation Email?
5. Do I Have to Work the Whole Notice Period?
6. What Should I Leave Out of My Resignation Letter?
7. When Should I Submit My Resignation Letter?
8. When Resigning, What Is 'Gardening Leave'?
9. Is It Necessary to Be Polite When Resigning?
10. Top Tips for Writing a Simple Resignation Letter
11. Key Takeaways

What Should I Do If I Want to Resign from My Job?

To properly quit your job, you must put it in writing. If you have recently been offered a new job, accept it as soon as possible so that you can set a start date. 

1. Avoid lengthy explanations; if you need to get something off your chest, albeit professionally, you can do so in a private conversation with your manager.
2. Adapt it to your contract: Demonstrating that you have considered the terms of your contract demonstrates that your decision has been thoroughly considered and avoids any unpleasant surprises.
3. Maintain a professional tone -Even if you are friendly with your manager, remember that a resignation must be handled properly. Formally address your manager.

What Should I Include in My Resignation Letter?

When you resign from your job, it is important that you do so gracefully and professionally. However, you are not required to include a lengthy explanation. Keep your letter or email brief and to the point.

Here's an overview of what to include in your letter:

1. Your Intention to Resign: Begin your resignation letter by stating your intention to resign.
2. Your Last Day of Employment: You should include the date you intend to leave the company.
3. An Offer to Assist with the Transition: Employees frequently offer to help with the transition, possibly by recruiting or training a replacement. As a result, both the employee and the employer can leave the situation with closure, respect, and amicability.
4. Potential Questions: If you have any questions about your final pay or benefits, please address them in your letter or email.
5. Your Contact Information: Include your personal contact information so that the company can easily contact you.
6. Your Signature: Your written signature should appear above your typed name on a hard-copy letter. If you're sending an email, simply type your name.

Thanking your employer is a good way to leave on a good terms and professional note throughout the resignation process.

Resignation Letter Template

Please use our resignation letter template, which you can modify based on your circumstances, if you need help structuring your resignation letter.

Resignation letter template

Should I Write a Resignation Letter or A Resignation Email?

While some employers demand a real letter of resignation, resignation emails are also occasionally accepted.

The same details as letters should be included in straightforward resignation emails. They must include information about your resignation, your anticipated last day of employment, and your contact details.

You should create a straightforward email subject with your name and the email's goal instead of a header.

For further details about your employer's resignation procedures, you should also read your employee handbook. Additionally, if you have a human resources department or representative, you can get in touch with them.

Do I Have to Work the Whole Notice Period?

You must work during your notice period, no matter how long it is, unless your employer agrees to waive it.

Your contract should contain information about your notice period; if not, you should typically allow two weeks to a month.

Be careful to be vigilant while you serve out your notice. Although it's simple to think of your final few weeks as a time to unwind and stop trying, this is rarely the case.

However, managers are used to employees coming and going, so expect to be treated the same as before. All that remains is to plan a farewell party and wait for the 'sorry you're leaving us' card; your new job awaits.

On the plus side, you will be able to:

1. Keep your reputation as a trustworthy and professional employee if you are thought to put forth the effort until your last day.
2. Allow enough time to say farewell to everyone and exchange phone numbers with as many co-workers as possible.
3. Expand your network by changing employment, and you could run into some of your former co-workers more frequently than you expect.

What Should I Leave Out of My Resignation Letter?

1. You do not need to give the reason for your resignation, especially if it is bad. If you want to provide specific reasons for your choice to resign and ensure that you have done appropriately throughout the process, a face-to-face talk will suffice.
2. Complaints or criticisms of the company, management, or co-workers should not be included in resignation letters.
3. It is not necessary to state in your letter that you will be earning a greater income at your new work (if you are). If you're hoping for a counteroffer to entice you to stay, you should have that talk in person.
4. Don't use your letter to brag about how amazing your new job or new opportunity is or how excited you are to be leaving.

When Should I Submit My Resignation Letter?

The most nerve-racking phase of the procedure is handing over the printed and signed copy of your resignation letter to your manager and explaining you will be moving on to greener pastures.

You should turn it in as soon as you receive formal confirmation of your new employer's offer, since I'm sure they'll want you to start your probation term as soon as possible so you may begin your new work.

When Resigning, What Is 'Gardening Leave'?

Your employer may request that you take 'gardening leave' depending on your role and the industry in which you work.

This is where an employee is required to stay away from work during their notice period, preventing them from gathering potentially sensitive commercial information, especially if they are leaving to join a competitor.

Employees on gardening leave continue to receive their regular pay and are covered by other normal contractual obligations until their leave ends.

Is It Necessary to Be Polite When Resigning?

Quitting a job can be stressful, and we all want it to go as smoothly as possible.

However, in some extreme cases, you can use your resignation letter to make a point about why you're leaving, such as calling out a toxic culture or highlighting how the company's leadership misled the firm.

However, this is risky. Of course, you have the right to do so, but be aware that it will cause ripples and that you will have to deal with the consequences.

This could result in not only losing a reference from this employer, but also in reputational harm. You should carefully weigh the advantages and disadvantages and ask yourself, "Is this the hill I want to die on?"

Top Tips for Writing a Simple Resignation Letter 

1. Use positive reasoning. While you are not required to state your reason for resigning, it may be worthwhile to do so if it will help to soften the blow and/or help your employer improve.
2. Maintain a professional attitude. Your resignation letter should always be written professionally, regardless of how you feel about your employer. Thanking them for the opportunities they have provided you with is an excellent way to maintain your integrity (and avoid burning any bridges).
3. Your resignation letter should follow standard letter formatting rules. It should include clear paragraphs, be addressed to the relevant person, and clearly display the date. Check out our resignation letter templates to ensure you have the correct format.
4. Adhere to the right process. It is critical to review your employment contract before submitting your resignation letter. This ensures you cover all bases and provide your company with adequate notice.

Key Takeaways

1. A resignation letter includes your reason for leaving, your last day of work, and your contact information. Additional information can be included, but it is not required.
2. Resignation letters can be sent in print or via email. You may want to share a printed letter with a line manager in person in some cases.
3. Always review your employer's resignation policy before composing your letter to make sure you are aware of the notice requirements.
4. It's also vital to keep in mind that, regardless of the company's notice-period policy, they have every authority to ask you to leave on the day you resign. To put it another way, give your notice letter some serious thought if you don't have a guaranteed new job.
5. Avoid using slang or anything else that could be considered rude or inappropriate. Because you may be leaving your current job permanently, but recruitment can be a very small world. It only takes one person calling your previous employer for a reference to cause you to miss out on the perfect job in the future due to a lack of composure.

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