You’re not the only one leaving a job. The workplace has undergone “The Great Resignation,” a transformation. The recent increases in employee resignations have been called “The Great Reimagination” or “The Great Realization,” according to some experts. People are rethinking their work environments, work schedules, and job motivations.
The Bureau of Labor Statistics estimates that 4 million workers will have left their jobs in April 2023 alone. Since the bureau began keeping track of these rates, that amount is the highest ever.
We recognize that informing your supervisor you’re leaving the company is never an easy conversation, even though millions of people leave their positions each month. A polite resignation letter could be the difference between an uncomfortable parting and the potential for a long-lasting professional relationship.
A resignation letter should be submitted two weeks before leaving the company. It provides important housekeeping details, such as your last day and other information concerning your leaving, and allows you to officially notify your termination from the company.
A successful one ensures a fruitful talk with your employer and a smooth transition to your future adventure.
Why You Should Send a Letter of Resignation
First and foremost, it leaves a paper trail.
As a matter of record-keeping, certain supervisors or HR personnel may require you to send a letter. Even if no one asks for one, you can submit one so that there is proof of your notice period and your leave date. This could be useful for the paperwork pertaining to your last salary and the transfer of your responsibilities.
It’s accepted practice in your business or sector.
Depending on your place of employment, you could be required to submit a resignation letter. You’ll need to inquire about it because this mostly depends on your region, industry, and even organization. You may check with a former employee to see if they submitted a letter, or you could subtly inquire with a trusted HR professional about how these things are normally handled.
You believe it will help you control the debate.
According to Clark, telling your supervisor you’re leaving can be awkward, and it might be challenging to do so in person. Just before your meeting with them, email your resignation letter to assist start the dialogue. In this manner, they will be aware of what you plan to discuss and will have some time to take it all in before you start talking.
You want to have the final say over how your leaving is announced.
You can be specific about your departure date and motivations by writing a letter. You can write the letter to them and copy HR or your boss’ boss if you’re concerned, for instance, that your boss will try to spin your departure in a way that suits them (but isn’t the real story). By doing this, you can influence “how people feel about you and if they write a future reference.
But how do you draft a strong letter of resignation? What should you keep and leave out?
Writing a Professional Resignation Letter: A How-To Guide
Your resignation letter should be succinct and contain only pertinent details. Don’t think about the benefits of your upcoming position. Instead, spend some time thinking back on any gratitude you may have for the company you are leaving behind.
Since writing a resignation letter can seem overwhelming, we have come up with a formal resignation letter template to help you get started and some sample resignation letters for ideas.
Format for Resignation Letter
The salutation, introductory paragraph, body paragraph, and conclusion are all components of a resignation. The letter needs to be succinct but thorough. If there are less favorable reasons for your decision, you should still advise your management while remaining professional.
What should a formal resignation letter contain?
Understanding each of the following is the first step in writing a professional resignation letter:
1. Resignation Statement and End Date
Describe your role at the organization in the opening of your letter. If you work for a small business and your supervisor knows you well, this may seem superfluous, but since the letter serves as your official termination, it is crucial to include it. A brief statement of your resignation should be included with this material.
Additionally, since that is one of the first things your employer would ask, including an end date in the first paragraph is beneficial.
Here is how this first sentence might read:
I would want to let you know that, as of [Date], I will no longer be working for [Company Name] in the capacity of [Position Name].
2. Thank you
Think about how you’ve changed or what you’ve loved best about working for the organization. Be as detailed as you can. Maybe the company offered chances for professional growth. Perhaps you appreciated the environment the business promoted and the welcoming atmosphere.
It’s also excellent to express gratitude to your company for the time and resources they invested in fostering your professional development. Here’s an illustration of what this might resemble:
I am grateful for the chances you have given me to advance professionally during the last two years. I am proud to have been a member of such a supportive team and have enjoyed my time at [Company Name].
You can mention your destination if you’d like. It might be appropriate to mention, for instance, that you’re changing industries to pursue a passion or enrolling in graduate school. For instance:
I’m excited to [pursue my passion in [X] or continue my work with a focus on [Y] after accepting a position as a [New Job Title].
However, it’s preferable to conceal such details if you’re leaving the company for a rival.
3. Transition Information
Mention your readiness to ease the transition in the third paragraph. For instance:
Please let me know if there is any way I may help during this change. Before my last day of work, I will make sure that all of my reports are updated and assist in training my replacement.
You might see something different in this sentence. However, it’s best practice to offer detailed information about how you’ll aid, regardless of what you write.
Write a brief summary of the work you will be giving up when you officially depart the organization as an optional conclusion. Although it is officially your manager’s job to take over and decide how to proceed with this work, it can be beneficial to outline all the duties and projects you have been in charge of to make the transition even simpler for the business in the interim.
You could omit this section if you didn’t work with other departments or serve in a managerial capacity.
4. Contact information for you
In particular, if you don’t want or need to utilize your former company as a reference, you don’t always need to add this last paragraph. Many candidates opt to keep their professional networks active, though. a possible conclusion would be:
Once more, I’m grateful for the chance to work for [Company Name]. I’m looking forward to keeping in touch and sending you my warmest wishes. My email address is [Email Address].
What Should Be Left Out of a Resignation Letter
1. Potential Career Steps
You don’t have to go into great detail about your new position or compensation with your employer, but you can say where you’re headed next. Keep things businesslike. You can highlight how your current position aided your professional progress. Your letter to your boss should be direct and reflective in nature.
2. Repulsive Language
It should go without saying that a resignation letter is not the place for crude language or vulgarity. Until your term is up, you must conduct yourself with courtesy and professionalism. The resignation letter is not the place to voice your grievances, despite the inclination you may have to do so.
3. Emotional Connections
It’s beneficial to leave out sentimental language in the letter if you’re leaving a welcoming work environment. Be as expert as you can be. Face-to-face interactions with others will allow you to express your feelings.
4. Coworker criticism
You are not required to include any unfavorable things in your resignation letter regarding the company’s managers or coworkers. The letter is supposed to end your tenure—not to pass the buck on unfinished business.
5. Exuding Resentment
The time is not right to express your anger at your current job. You must consider your accomplishments and the ways in which you learned important facts about the business and yourself. You don’t have to part ways with your employer on bad terms.
Samples of Professional Resignation Letters
Let’s have a look at a few sample resignation letters for various roles using the above template, each of which has a little different yet cordial tone.
1. Sample of a Graceful Resignation Letter
If your reasons aren’t related to your job, you can explain why you’re leaving. Positive or neutral explanations are required. It expresses gratitude to the employer for taking a chance on you. Most reach out a hand to instruct the visitor. A resignation notice with at least two weeks’ notice is included in the letter.
2. Sample of a Brief Resignation Letter
Two crucial components of a succinct resignation letter are your date of departure and written notice to your boss. A “thank you” sentence can be included in an excellent letter, but it’s not required. Even if your employment with your current employer is coming to an end, you don’t want to burn any bridges by failing to give your notice by the deadline.
3. Sample of an Immediate Resignation Letter
The ideal method to leave a job is to give at least two weeks’ notice and offer assistance during the transition, however, there are situations when that is not possible due to unforeseen circumstances. You need an immediate resignation letter if you must quit your work without giving prior notice.
Free, formal templates for resignation letters
There are situations when the nature of your job calls for a more precise resignation letter when you depart. The templates that will help these more dynamic roles leave the firm politely are provided below.
1. Template for a Contractor Resignation Letter
If you are a freelancer, you may need to change the emphasis of your resignation letter to reflect your final tasks and the specifics of your breakup with your customer. This covers your ongoing responsibilities, projects you won’t finish, and how you’ll collect your last paycheck.
2. Sample Executive Resignation Letter
If you’re an executive or senior-level leader, a brief email or two-paragraph notice to your superior may not be sufficient as an official resignation.
You might have a bigger impact during the transition phase because these roles are more difficult to fill, especially when you oversee more employees and make decisions about more projects.
The resignation is divided into two portions in the example below. The resignation itself is the first, and the second is how (and with whom) the designer will continue to work. It’s merely one of the many templates we provide.
Prepared to Draft Your Letter of Resignation?
No matter what your position, be courteous in your resignation letter, explain your reasons for leaving, and be specific about whom you are informing. The last thing you want to do is leave the firm on a bad note, even if you’re leaving for bad reasons. Gratitude and support throughout your departure go a long way with employers.
You may safeguard your professional relationships and maintain your network as you embark on your next adventure by getting ideas from these resignation letter samples and templates.
In Summary
Quitting your job and looking for a new one may be both thrilling and nerve-wracking. In general, you don’t want to cross any bridges in your resignation letter because it’s your chance to make a lasting impression. You never know if you’ll run into your employer or former coworkers again or if you’ll ever wish to work for the same organization again. A well-written resignation letter keeps your options open and allows you to exit with dignity.