How to write a resignation letter (with examples)

You have thought about it long and hard; you have spent time getting to know other companies and feel it is now the right time for you to move on from your current employer to progress with your career roadmap.

This is a natural step towards progression, but before you leave and start your next leg of the journey, you must write your resignation letter.

Although you might have wrote a resignation letter in the past, in this article we will start from the beginning to help those that might be unfamiliar with how they look. We will explain what a resignation letter is, why it is important, how best to structure one and finally how to formally hand one in.

At the end of this article, we will include our example resignation letter that you can copy or change to fit your own situation.

What is a resignation letter?

A resignation letter is the formal document that lets your manager know your intent to leave your current position and the organisation.

If you follow our structure in how to do it, you will inform your manager in person (or virtual if remote) and follow up with the letter so it can be recorded for internal purposes and HR.

Outside of stating the intent to leave, a well-crafted resignation letter will share thanks to the organisation, leaving a positive impression for the future on your employment. We will cover this in more detail in ‘what should be included in your letter?’

Why is a resignation letter important?

A resignation letter is important for a number of reasons. The first is clarity, the resignation letter supports what you said during your conversation, it is a written document that leaves no confusion regarding your intent on leaving.

Secondly, it is the first formal step towards actually leaving. It is a sign of seriousness that your manager and HR will then act upon to start the offboarding process (notice periods etc.).

Lastly, you may wish to call upon your current organisation and/or manager in the future for a reference, the resignation letter is one of the final chances you might have to show your thanks that allows you to end your employment on a positive note.

What should you include in your letter?

Resignation letters largely will follow the same set of rules as to what to include. No matter the industry, position or focus, if you follow the below you will write a well-crafted letter:

Your intention to leave

We feel this speaks for itself, but clearly stating your intentions to leave the current organisation leaves no confusion.

Your final day of working (as per your notice period)

Read your contract and indicate your last working day as per your contractual notice period (2 weeks, 4 weeks, 3 months etc.).

You might be able to negotiate this down in the coming days but do not assume this to be the case, allow the conversation to come up with your manager or HR (this is the same for if you have vacation days to use up.)

Be mindful of your contract as some notice periods run from the end of the month or from the 15th or 30th of each month. Your manager or HR will inform you if you are incorrect but best check yourself, especially if you are speaking with your new employer about the start date.

Your titled position (as per your contract)

This is more of a formality but include your current position so the internal team know what you are stepping out of and can therefore start the hiring process (if needed) quicker.

Your intent to support during a handover

It is best to be upfront about offering support during the handover. This might include any equipment you should return (if remote), any internal documentation, team documentation, project information etc.

Your thanks

This is not always mandatory; it depends on how you want to leave the relationship but a simple thank you can go a long way during a resignation letter.

It is a tough thing to deal with, especially if your resignation is unexpected. Therefore, sharing your thanks in a sincere fashion will help take some of the sting out for your manager and employer.

Feel free to highlight specific people, any lessons you have learnt or generally things you are grateful for.

Your personal contact information (should they lock you out of the systems and need to get in touch with you)

Depending on the type of position you hold, once your resignation has been accepted you might be locked out of your emailing systems and internal platforms.

Including your personal contact information allows for communication to continue post resignation letter.

How should you hand your resignation letter in?

There is no set standard as to how you should go about handing your letter in but this is the way we recommend to our partners.

1.       Practice what you want to say before and if you wish, make notes to help keep you on track during your conversation.

2.       Arrange a time to speak with your direct manager (it is more professional doing it to your direct manager than anyone else).

3.       Print ready or have an email ready if working remote.

4.       Be direct but professional. Share your reasons if you wish, or keep them for the exit interview.

5.       Immediately follow up with the resignation letter.

6.       Ask about the next steps to help keep the process moving.

Resignation Letter Example

[Date]

Dear [Managers Name]

I would like to notify you that I am resigning from my position as [position title] for [company name] effective of [todays date].

As per my contract, my last working day would be [last working day].

I want to take a moment to truly thank you [share your thanks]… and to let you know that I will be happy to support in any capacity I can over the coming weeks.

As I am currently working remote and have access to [equipment], please advise on how best to return this and when this should be done.

Sincerely

[Your Name]

[Your mobile number]