There comes a time when you want to quit your job, whether due to personal circumstances or to accept a job offer from another company. In that situation, submitting a resignation letter to your manager or immediate superior is not only important, but also necessary.
A resignation letter is a formal letter stating your intention to resign from your position at a company. In the letter, you express your gratitude for the time you’ve spent with the company, as well as your willingness to find a suitable replacement.
In most cases, you don’t need to explain the reason for your resignation in your letter. You will have the opportunity to give the reason for your departure during the exit interview with your employer. Personal grievances, if there are any, should be left out of your letter.
Ideally, you should submit your resignation letter at least one month (30 days) before your last day at work, or whatever is indicated in your employment contract. This will give you enough time to complete any pending tasks and to hand over your responsibilities to your successor.
I know how hard it is to write a resignation letter on your own, especially if it’s your first time to do it. Luckily for you, I have included a few sample resignation letters that you can customize for your specific needs and circumstances. I will also discuss the proper format of the resignation letter which you can refer to in case you want to make your own from scratch.
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Resignation Letter Format
A great resignation letter is clear, concise, and straight to the point. Write your letter in the correct and proper format, and follow standard letter-writing practices such as including the date and address.
Here’s a general resignation letter format that you can follow:
- Date – Start your letter by indicating the date you are writing it. For example: November 15, 2023.
- Address – Address the letter to your direct supervisor, manager, or the human resources (HR) department. Don’t forget to include the complete name of your superior right before the address.
- Salutation – Begin with a formal greeting such as “Dear John Smith”. Include a comma (,) after the salutation.
- Statement of Resignation – In the opening paragraph, clearly and briefly state your intention to resign from your position. You may include your last working day, ideally giving notice as indicated by your employment contract or company policy (usually 30 days). For example: “I am writing to inform you of my resignation from my position as bank teller at Citibank, effective November 30, 2023.”
- Reason for Resignation (Optional) – You can mention the exact reason why you are leaving your job, but this is not mandatory. Keep your tone neutral or positive and avoid being too emotional.
- Thank You Section – Express your gratitude for the opportunities that you’ve enjoyed during your tenure. You can highlight the positive experiences you’ve had at the company as well as the skills and knowledge that you’ve gained from your job.
- Offer of Transition Assistance – Indicate your willingness to assist in the transition, including but not limited to, training your replacement, transferring projects, and completing unfinished tasks. Help ensure that your replacement hits the ground running.
- Complimentary Close – Sign off your resignation letter with a professional closing, such as “Sincerely”. Similar to the salutation, don’t forget to include a comma (,) after the closing.
- Name and Signature – Write your complete name and affix your signature in the space before it.
Now that you’re familiar with the proper letter-writing format, it’s time to create your own resignation letter.
Resignation Letter Samples, Examples and Templates
I’ve included a few resignation letter samples and templates that you can use and customize as you see fit. Feel free to copy these samples and add your own information. You can also download the templates as Microsoft Word documents (download links are available for each sample).
Resignation Letter Sample for Personal Reasons
Dear [Manager’s Name],
I am writing to formally express my intent to resign from my position as [Your Position] at [Company Name], effective [Last Working Day], due to personal reasons that require my immediate focus and attention.
I have thoroughly enjoyed my time working at [Company Name] and I am genuinely grateful for the opportunities and experiences that I have gained during my tenure. I have the privilege of working with an exceptional team and I have learned valuable skills that I will carry with me throughout my career.
I would like to express my appreciation for your guidance and support during my time here. Your leadership and mentorship have played a significant role in my professional development, and I am thankful for the trust and confidence you have placed in me.
I will make every effort to ensure a smooth transition during my notice period. I am open to assisting in finding and training my replacement, as well as completing any outstanding projects or tasks.
Please let me know how I can be of assistance during this transition period. I am committed to ensuring a seamless handover to my colleagues to minimize any disruption to the team and the organization.
Thank you for your understanding and support. Please do not hesitate to reach out to me if you require any further information or assistance.
Short and Simple Resignation Letter Sample
Dear [Manager’s Name],
I am writing to inform you of my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day].
I appreciate the opportunities and experiences that I have gained during my time at [Company Name], and I am grateful for the support and guidance provided by the team.
I am committed to ensuring a smooth transition during my notice period and I am willing to assist in finding and training my replacement.
I would like to express my gratitude for the positive experiences I had at [Company Name] and I hope to maintain a good professional relationship in the future.
Thank you for your understanding.
Immediate Resignation Letter Sample
Dear [Manager’s Name],
I am writing to tender my immediate resignation from my position as [Your Position] at [Company Name], effective immediately. This decision has not been made lightly, but I find it necessary due to unforeseen and urgent personal circumstances that require my immediate attention.
I understand the importance of providing adequate notice, and I sincerely apologize for any inconvenience this may cause. I will do my best to ensure a smooth transition by completing any pending tasks and assisting in the handover of my responsibilities to a suitable colleague or team member.
I am grateful for the opportunities and experiences I had during my time at [Company Name] and I appreciate the support of my colleagues and the leadership team.
I would like to thank you for your understanding in this matter, and I am available to discuss any necessary arrangements for the transition process.
Once again, I apologize for the sudden nature of this resignation and any disruption it may cause. I hope to maintain a positive professional relationship with [Company Name] in the future.
Formal Resignation Letter Sample
Dear [Manager’s Name],
I am writing to formally announce my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day].
I want to express my deepest gratitude for the opportunities and experiences I have had during my tenure at [Company Name]. It has been an honor to be a part of this exceptional team and contribute to the success of the organization. I had the privilege of working alongside talented colleagues and under your guidance, which has been instrumental in my professional development.
I am committed to ensuring a smooth transition during my notice period. I am willing to assist in finding and training my replacement. I will also complete any outstanding tasks to minimize any disruption to the team and the organization.
I sincerely appreciate your understanding and support during this transition. I am grateful for the trust and confidence you have placed in me, and I hope you see this as a positive step in my career journey.
Please feel free to reach out to me if you require any further information or assistance during this transition process. I am fully committed to ensuring a seamless handover.
Thank you once again for the opportunities and experiences I have gained at [Company Name]. I look forward to the next chapter of my career with enthusiasm and gratitude.
Frequently Asked Questions
How much notice should I give when resigning?
In the Philippines, employees are expected to give their employers a 30-day notice before quitting. Other countries such as the United States generally follow a two-week notice, although there are no specific laws that require it.
Is it necessary to mention my reason for resigning?
You can state the reason for your resignation in your letter, but you are not required to provide an explanation. However, you are free to discuss this with your employer or the HR department during the exit interview.
Can I submit my resignation letter via email?
Yes, it’s common practice to submit your resignation letter through email. Generally, it’s better to resign in person with a formal resignation letter, but for certain situations like remote work, an email is fine.
Can my employer refuse to accept my resignation?
Your employer cannot legally reject your resignation. Once you have made the decision to resign and have communicated it through a letter, your resignation is deemed effective and binding.
Resigning from your job is one of the hardest decisions that you can make. That is why you need to craft an effective resignation letter that showcases your professionalism and respect towards your employer and colleagues. Such a letter not only conveys your intention to leave your job gracefully, but also helps preserve the valuable relationships and connections that you’ve built within the company.