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At some point in your career, you will need to draft a resignation letter. While it’s important to prepare in advance to explain your reasons for leaving to your manager, you will still need to submit a concise letter. You might feel anxious about writing a resignation letter, but there’s no need to worry. By structuring the letter properly and including the right details, you can confidently communicate your decision to resign.
Steps
What to Write and How to Write It
Deliver your resignation notice concisely and clearly. The first line of your resignation should clearly state that you will be leaving your position at the end of the next two weeks. Avoid language that might suggest you are open to staying longer or reconsidering your decision if offered a better deal.
- A good example is: "This letter serves as my formal notice of resignation from my position as [job title] at [company name], effective [last working day]."
- Another good example is: "I am writing to resign from my position as [job title] at [company name], effective [last working day], two weeks from today."
- You should avoid writing: "I would like to step down from my role as [job title]. Please let me know the most convenient time for you."
- Also, avoid writing: "If everything goes as planned, I intend to resign from the company two weeks from today."
Give your employer at least two weeks' notice. While many companies no longer require a two-week notice in employment contracts, providing one demonstrates professionalism and courtesy.
- If you leave with less than two weeks' notice, future employers may worry you might do the same to them.
- If your company is entering a particularly busy period, consider giving a "four-week notice" instead of just two.
- Senior executives or higher-level employees should also consider providing more than two weeks' notice. As a general rule, your notice period should match the amount of leave your position allows. For example, if your role permits three weeks of leave, you should give a "three-week notice."
Maintain a diplomatic tone when explaining your reason for leaving. This is especially true if your reasons are subject to change, in which case it’s best to avoid stating them. No matter how frustrated you are with the company, a resignation letter is not the place to vent. Keep it brief, general, and professional.
- Unless required to state your reason for leaving in the formal letter, you don’t need to include it.
- You might consider mentioning your reason if you’re transitioning to another role within the same company, as this could help HR assess your suitability for the new position.
- Prepare a reason to share, as it’s inevitable that your manager and colleagues will ask why you’re leaving. While it doesn’t need to be in your formal notice, you’ll need it for private conversations.
Use a tone that is both formal and friendly. Resignation notices should generally be professional but not so formal that they come across as cold or rigid. Typically, use the same level of familiarity you’ve had with your manager in the past.
- If your communication with your manager has always been professional and strict, maintain that style in your resignation letter. Conversely, if your interactions have been more casual, feel free to adopt a personal tone. A personal tone is acceptable as long as it’s not overly casual or careless.
- You could write: "I am deeply grateful for the experience and growth I’ve gained during my time at the company."
- Avoid writing: "I would like to note that I will continue to hold ABC Company in high regard and bear no ill will toward any manager or employee."
- Also avoid writing: "Thanks for everything."
Maintain a positive attitude. Your resignation letter will be the final document in your personnel file, so it should leave a good impression. Even if you dislike the job you’re leaving and never want to deal with anyone at the company again, you should still aim to preserve your reputation rather than damage it.
- If a future employer contacts your previous manager and learns you left on good terms, it will reflect well on you. This is also beneficial if HR at your former company knows nothing else about you.
- Never express disdain for anyone at the company or criticize its management in your resignation letter.
Thank your manager. Include a line or two expressing gratitude for the opportunities and experiences you’ve gained during your time at the company. Every job contributes something to your life, even if the negatives outweigh the positives.
- If you’ve gained valuable experience, express your gratitude. For example: "I don’t even know where to begin thanking the Director for the past three years. I’ve learned more than I imagined and truly appreciate their generosity and patience."
- If your experience was limited, still offer a general thank-you. You might say: "I also want to thank the Director for the lessons learned over the past three years."
Inform your manager of your intention to complete any critical projects. As a final act of responsibility and loyalty, document any ongoing or pending projects that might suffer without your involvement and commit to finishing them rather than leaving the company in a difficult position.
- You can exclude projects that are progressing well or minor tasks that others can easily handle.
- This approach will leave a positive impression on your manager, who may be more inclined to provide a strong recommendation for you in the future if asked.
Offer post-resignation support. After you leave, the company will undergo a transition with a different workflow, which may cause some disruptions. In your resignation letter, offer to assist the company even after your contract has ended.
- Provide a phone number and/or email address where the company can reach you if they have any questions.
End the letter with a thank-you note. Even if you’ve already thanked your manager earlier, it’s wise to conclude the letter by expressing gratitude once more.
- For example: "I will always be grateful to the Director and the staff for everything they have done for me."
Formatting the Resignation Letter
Submit your resignation as a printed letter, not an email. When submitting your resignation, type it as a formal letter and print it out instead of sending it via email. Deliver the letter directly to your manager.
- While emailing might seem easier and faster, it is generally considered less professional and may leave the recipient dissatisfied.
- Avoid sending the letter via postal mail or internal company mail, as it may arrive late and take up to a week for your manager to receive it.
Type the date in the top left corner. Following standard formal letter etiquette, type the date in the format day - month - year at the top left corner of the page. For English letters, the month should be written in words, while the day and year should be in numerical format.
- Example: 26 June 2013
- Note that you typically don’t need to include the sender’s address above the date since your company’s address is also your manager’s address. If preferred, you can also use company letterhead with the address pre-printed.
Consider adding the recipient’s address. If using company letterhead, you may leave the recipient’s address blank since this is an internal company letter. However, including the address is a good idea as it ensures the letter reaches your manager accurately.
- Include your manager’s full name and job title on the first line.
- Write the street address on the next line, followed by the district and city on subsequent lines.
- Leave one blank line between the date and the address. Leave another blank line between the address and the salutation. Use single spacing for the address.
Address your manager directly in the salutation. Your letter should begin with "Dear (Manager’s Name)," and avoid using generic or vague salutations like "To Whom It May Concern."
- Use the same level of formality you typically use with your manager, even if it’s less formal. For example, if you usually address your manager by their first name, write "Dear Director Hung." If you’ve always used their full name formally, write "Dear Director Nguyen Manh Hung."
Write the body of the letter. Skip a line after the salutation before writing the letter’s content, following the guidelines provided in this article.
- Use single spacing within each paragraph but leave a blank line between paragraphs. Do not indent any paragraphs.
- Keep the letter to one page.
End the letter warmly. To maintain a positive and friendly tone, conclude the letter with a warmer and more sincere closing than the standard "Sincerely," "Thank you," or "Best regards."
- You can end the letter in one of the following ways:
- Wishing you all the best
- Wishing the company continued success
- With deepest gratitude for everything
- With sincere appreciation and best wishes to the company
Type your name and sign the letter. Type your full name four lines below the closing and sign your name between the closing and your typed full name.
Submitting the Resignation Notice
Submit your resignation notice directly to your manager. The most professional approach is to hand your resignation notice to your manager first and in person.
- Typically, you’ll need to schedule a meeting, but if your company is small and you’re on friendly terms with your manager, you can drop by their office without prior notice.
- Close the door for a private conversation.
- Hand over the resignation letter and briefly discuss its contents.
- Your manager will likely want to discuss your resignation with you. Even if the letter addresses potential questions, be prepared to answer any additional queries.
- Thank your manager and shake hands before leaving the office.
Send copies of your resignation notice to anyone who needs to know. This varies by company, but generally, HR and other superiors will require a copy.
- Colleagues, mentors, team members, and clients should be informed individually about your departure. They don’t need a formal notice but should be kept in the loop.
Work diligently and wrap up pending tasks. If you’ve committed to completing any critical projects before leaving, ensure you follow through and finish them.
- Even if you haven’t made any promises, don’t neglect your duties during your final two weeks. The transition period can be challenging for everyone, and as a professional, you should aim to make it as smooth as possible.
- Avoid letting the company take advantage of you by assigning tasks outside your normal responsibilities during your last two weeks. Remain polite and professional but firm about what you’re willing to do before leaving.
