How to write a resignation letter
Follow this guide to learn how to write a resignation letter
If the time has come to leave your current job and start a new role then you will need to write a resignation letter. This is an important stage in your employment journey and should be well thought out. Submitting a professional resignation letter is the correct way to end your employment. It displays a level of integrity and shows respect for your current employer.
Why is a resignation letter important?
Your resignation letter is important for a number of reasons. It’s a formal way to let your employer know that you will be leaving. It allows them time to find a replacement and means you are more likely to get a reference if required. You are unlikely to be given a reference if you leave a job without any warning, or by resigning verbally. It may also be a contractual obligation on your part, so it’s a good idea to check your contract before submitting your letter. Submitting a resignation letter also protects you from any disputes that may arise in the future. It would be wise to obtain some form of receipt of your resignation for this purpose.
What should you include in your resignation letter?
What information to include and what to omit are important factors to consider when writing your resignation letter. The tips and guidance in this article are designed to help you to craft the perfect resignation letter, whatever your reasons are for changing roles.
The tone and depth of your resignation letter will depend on your current circumstances. You should however strive to maintain a professional tone regardless of your situation. You may be unhappy at work, or you may be leaving for other reasons and be feeling sad or anxious. Either way, you should not allow these emotions to overly influence the content of your letter. Write in a clear and concise manner and try to avoid going into too much detail.
State your reason for leaving
Your reasons for leaving are an important part of your resignation letter although you are under no obligation to state them if you do not wish to. If you are leaving because you are unhappy for any reason, your resignation letter is not the best place to share this. You may wish to state personal reasons, or simply say nothing at all. If you like, you could elaborate further in a conversation following your resignation being accepted. This will help to maintain a good working relationship with your manager during your final days in the job.
You should aim to end your employment without creating any bad feeling or resentment. You may require a reference in the future, or you may even find yourself wanting to return to your previous role at some point. Although that may seem unlikely, you never know what will happen in the future, and it is wise to leave on good terms.
Your reason for leaving should be one of the first things you discuss in your resignation letter. Try to be clear and concise, avoid being overly emotional or negative. Explain in a calm and rational way your reasons for leaving without dwelling on too many different points. Try to find something positive to say. Leaving a job on a positive note is always desirable. This is even more important if you are leaving to work for a company in the same sector or related field. People from other companies in the same industry may know each other, and it could reflect badly on you if you leave under what may be perceived as bad circumstances.
Your notice period and when will you be leaving?
It’s important to let your current employer know when you will be leaving and that you plan to work your notice period if this is required. Your contract should have details of your notice period if there is one. More senior roles will generally have a longer notice period. However, every job and company will have its own terms, so do your research and find out exactly how much notice is required. Ideally you should do this before you start your job search, as this will determine your start date at your new role. There may be certain situations in which you wish to reduce your notice period or take any remaining leave as part of the notice period. In these cases, it would be wise to take some independent advice before submitting your resignation.
Tips for how to write a resignation letter
Now we’ve looked at what you should include in your resignation letter, let’s take a look at how to format it properly. A professional resignation letter will help you to uphold a professional image and show your current employer you respect them and the company you are leaving behind. Here are some tips on how to write a resignation letter and format it correctly.
Your resignation letter format
Start as you would any professional letter, with your name, address and date at the top right of the page. The recipient’s name, in this case your direct manager, should be on the left, along with the company name and address. It’s good practice to address it directly to your manager, rather than the company or department. This may differ for certain companies so if any doubt seek advice before submitting your resignation.
You should then begin by stating that you wish to resign from your current role and go on to explain your reasons for leaving. Remember the main points discussed previously.
Don’t go in to elaborate explanations about why you are leaving. Keep it concise and professional. Your manager will not want to read a long list of why wish to leave. Your resignation letter is simply a contractual obligation and should not be used to vent all of your frustrations. Remember that you will more than likely still be working your notice period, and it could make for an uncomfortable time if you have been too explicit in your explanation.
Follow on from this with the date on which you will be leaving, remembering to take into account your notice period. Explain that you will be working your notice period as required in the terms of your contract. This will demonstrate that you have taken the time to look into your legal requirements and you are acting in a professional manner.
Finally, it’s a good idea at this point to thank your manager. Even if you have not always had the best relationship. Find something positive to say here and it will help to soften the blow of your departure and may even go some way in helping to resolve any underlying conflicts. From every working relationship you have there are lessons to be learned. Try to remember a problem or issue that your manager helped you with and thank them for it. Once again, keep it professional, don’t go overboard. Simple and clear communication is key.
A positive way to close your resignation letter would be to wish your manager and the company well for the future. And then close formally, with your preferred closing such as Yours sincerely or Best regards.
So now you should be well on your way to crafting the perfect resignation letter. It’s not an easy task, but if you follow the tips and advice laid out above you should not go too far wrong.
Points to remember:
- Keep it short and concise
- Be professional and do not get too emotional
- Check your notice period and state clearly when you are leaving
- End on a positive note if possible
If you are still unsure on how to write the perfect resignation letter, below are a selection of templates that you are free to use. You can simply fill in the blanks and adapt the remaining text to your personal situation. This should remove any doubts you have about getting it right, and ensure you leave your current job in the best way possible.
Standard resignation letter template
This template can be used if you plan to work your notice period and wish to provide details of the reason you are leaving, following the steps laid out in this article
Resignation letter with immediate effect
This template can be used if you wish to terminate your employment immediately, this will be at your employer’s discretion and will need to be discussed and terms agreed.
Formal resignation letter template – no reason for leaving
This template can be used if you do not want to state your reasons for leaving and simply give notice.