How to Write a Professional Resignation Letter (Tips + Templates)

If you’ve decided to leave your current job, you’re not alone. Thousands of people around the globe resign from their jobs every day. It might seem like a bizarre act, but it’s a fact. The Bureau of Labor Statistics recorded that over 4 million people in the world resigned from their jobs in just April 2021. This was the highest number of resignations ever recorded in history.

However, for whatever reason you want to quit your job, it is only professional and courteous that you notify your employer before you do. It would help if you did this in the most respectful way you can, and that’s why you’ll need to write a professional resignation letter.

And yes, it’s definitely not going to be an easy task! You would want to avoid the awkward goodbyes and keep it simple. If you don’t know how to do this, a little guidance should get you on track. Professionally, a resignation letter should be turned in about two weeks before you leave, giving you enough time to prepare a proper letter.

But how do you go about writing a good resignation letter? What should be contained in one, and what must be avoided? You’ll find out the details in this post. But first, let’s briefly define what a resignation letter is.

What is a resignation letter?

Simply put, a resignation letter is an official document and statement written to inform an employer of the writer’s intent to leave the position they currently occupy. It is usually required to create a record of notice before the writer finally quits the role.

Otherwise known as a Two-Week Notice letter, it is an important document that forms a necessary part of the office protocol. Regardless of the job setting (either a hospital, bank, or even a coffee shop), submitting one is a professional thing to do. So this means you shouldn’t ever try resigning without one. Yes, that’s it!

Why is a resignation letter so important?

Even though it’s tempting just to quit and never show up at that work again, it is still essential that you provide one. But why is that so? It’s simple! A resignation letter offers documentation of relevant information about the termination details of a job or contract.

But not just that, it helps you maintain a positive and respectable relationship with your employer even though you aren’t quitting on good terms. This is an underrated importance, but we should keep good relationships at our workplaces all the time.

So if you’re considering departing without notice, you should rethink that. And don’t just draft a quick one and move on; know that providing a formal departure notice is an opportunity to build and rekindle positive relationships.

But;

What should you include in a resignation letter?

Here’s the deal; you’ve come to terms with informing your employer about your quitting, and you want to do this through a letter. But how do you do it? What should you have to include in it? Should you just write, ‘Hey Boss, I’m resigning, Bye!?’ That’s where the daunting task begins. Here’s what should be contained in a proper resignation letter;

Introductory statement and resignation notice

If you’ve decided on submitting a hard copy letter rather than an email, you should follow the templates of a business letter. At the top of the page, you are expected to provide your contact information and date. If it’s an email, that wouldn’t be necessary. You can go straight into business.

Start your letter with a proper salutation and greeting by addressing your Employer by name or the typical ‘Dear or Hello (employer’s name).’

Afterward, go into detail by clearly stating your intent for writing the letter to submit a formal resignation from your current position. Then, include your proposed date of quitting. This is usually two weeks from the date the letter was written.

For instance:

Dear [Employer’s name],

I’m writing to inform you that I wish to resign from my position as [job position you occupy] for [name of company]. This is a notice, and it will be effective from [proposed date].

Statement of appreciation

As said earlier, this is an opportunity to build and maintain positive relationships. Including a statement of gratitude is always permitted. It’s a good deal to include a little appreciation after carefully considering how you’ve benefited from the position. Include reasons why it was nice working in the company. A few straightforward sentences should do the job.

For instance:

I am thankful for a fantastic time and experience at your company. I am honored to have been given this excellent opportunity to learn and grow in my career as a [position name]. I will always appreciate the moments I had while working with you.

Pro Tip: If you think it’s necessary, you can always include reasons for resignation. You can inform your Employer about your next move. You could say;

I have accepted another position as [new position], and I’m very excited to follow my dreams and broaden my horizon.

However, if it were anything related to a competitor, it would be best to omit that information.

Round it off with transition details and a short conclusion.

You’d need to include any information regarding your transition and your willingness to complete any pending projects. It might seem unnecessary, but it is good practice to offer the little help you can before leaving.

You should also include a farewell note and contact information where you can be reached if necessary.

For instance:

To ensure this smooth transition, I will wrap up the [pending project if there’s any] before my last day of work. I am also willing to assist you with training my replacement under your approval.

Thank you for the opportunity once again. I wish you all the best, and I hope we get to stay in touch. You can always reach me at [email or contact number].

Tips for writing a resignation letter

Now that you know what to include in a resignation letter, here are some additional tips that should guide you during the whole process. You can use these as a checklist while writing;

• Keep it to one page. Don’t attempt to write a whole epistle. Try your best to tailor the length by going straight to the point.

• Maintain a formal layout. A resignation letter is not a text message. Ensure that you are as formal as possible.

• Don’t exclude your sincere gratitude. It doesn’t matter your reason for resigning. You should be grateful for the time you have spent in the company.

• Remain professional and avoid complaining. Do not ever include an impolite remark even if you’re leaving on bad terms.

• Offer your last help. It would be best if you were willing to offer your service before the effective date of resignation.

• Be prepared for anything. You might be required to leave immediately. Ensure that it doesn’t come to you as a shock.

• Submit your letter in person. If this is possible, it would be best to deliver your resignation letter in person. Otherwise, you can send it as an email.

A resignation letter is meant to help you leave on a positive note. So, try your best to use this opportunity wisely. You’d find it more beneficial to maintain a healthy relationship with your Employer and coworkers even after you leave.