How to Write a Respectable Resignation Letter

Even though millions leave their jobs every month, we understand that telling your employer that you’re leaving the company is never an easy conversation. 

A good resignation letter can mean the difference between an awkward goodbye and a chance for a long-term professional connection.

But how do you write a respectable resignation letter? What should you include and exclude? Let’s go further.

What is a Resignation Letter?

A resignation letter is a formal document that allows your employer to know that you are resigning from your position. 

It can be submitted either by email or printed letter. It enables you to announce your departure from the company officially and offers important housekeeping information, like your last day and other details about your exit.

resignation letter

Ideally, you are expected to submit your resignation letter at least two weeks before leaving the company.

An effective one helps you ensure a positive conversation with your employer and a smooth transition to your next journey.

How to Write a Professional Resignation Letter

Your resignation letter should be brief and only include relevant and helpful information. Don’t focus on the advantages of your next role. Instead, take the time to reflect on any appreciation you feel for the company you’re leaving behind.

Your resignation letter should effectively convey your appreciation, professionalism, and willingness to assist in the transition process. Remember to keep it brief and focused on the relevant details.

With this in mind, here’s the ideal resignation letter format.

Resignation Letter Format

The letter has to be detailed but brief. Inform your manager of your decision, but make it professional if the reasons are less positive.

The format of a resignation letter generally  goes as follows:

1. Date and Salutation

Your letter should begin with the date along with a formal salutation to your manager. Nothing too complicated here — you wish to provide a filing date for HR and to greet your manager courteously.

Although this step is simple, it effectively sets the tone for a professional and respectful letter, which is what you always wish in your resignation.

2. A Statement of Resignation

Use the opening paragraph to identify what role you’re leaving, and when. This is referred to as a statement of resignation.

Like the greeting, it has to be simple. It’s simply meant to provide your boss with the necessary information surrounding your departure.

Don’t forget your date of leaving — the more exact, the better, because that gives your boss a timeline to work with. 

They can begin planning for your departure by locating a replacement, for instance.

3. Body Paragraph

It would assist if you used the body paragraph (singular! Not plural. We want the letter to stay short) to express gratitude for your time at the company, as well as share your exit intention.

I highly recommend buttressing your gratitude. Take the opportunity to reflect on your time at the organisation and express your appreciation for the experiences you’ve had. Highlight any professional development or growth you gained while there.

Even if you have bad reasons for leaving, be as specific and genuine as you can. I’m sure you can find at least one good thing about the company. For instance, you can thank them for the valuable training, supportive team environment, or work experience.

As for the exit plan, focus on making the transition simpler. It’s less about you leaving and more about what occurs after you leave.

Offer to train your replacement and make sure that all your responsibilities are properly handed over. You can even identify your projects and tasks so your successor has an easier time picking up the slack.

4. Closing Paragraph

Although optional, you can use the closing paragraph to indicate your contact information. I especially recommend it if you plan to use your former employer as a reference.

Appreciate them for the opportunity to work at the company and express your interest in staying in touch. Provide your email address or phone number, then sign your name.

 

Comments (1)

  1. I sure will try this format.

    November 11, 2023 at 10:55 am

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