Blog

How to Write a Resignation Letter

How to write a resignation letter

Your resignation letter is the bridge that you must cross to get to your new job. Just as you may have had to deal with some awkwardness around negotiating a good salary before accepting the job offer, things are likely to get awkward yet again when you talk about wanting to leave.

But now that you have another job offer in hand, you must get started on the resignation process.

Here’s a step-by-step guide to help you power through the resignation process, no matter what the reason for your resignation is.

 

1. Talk to your boss

Before you write your resignation letter, tell your boss that you’re planning to leave. Of course, this conversation won’t be easy. Your boss is likely to ask you several questions around your decision. You may even be requested to stay on, but if your mind is made up, then you must spell that out clearly.

Your boss is likely to ask you about your future plans and where you’re going next. You may also be asked why you’ve decided to quit. Don’t turn this into a conversation of complaints or negativity. Be honest about your future plan, but also keep it vague (and brief) without going into too many details. You may be quitting your job, but it’s not at all necessary that you won’t encounter your boss again in your career. It’s best to keep things cordial and to make sure that you’re not burning any bridges.

-Try to give your boss a sufficient notice period.

Be prepared to deal with a counter-offer, if any. Are you willing to reconsider your decision?

Be honest about your next move, but don’t offer too many details.

 

Related: What to do when you hate your job

 

2. Draft the resignation letter

The next step is to formalize your decision with the resignation letter. There could be various circumstances under which you have decided to quit. It could either be a meditated decision or a very sudden one.

 

Here are some templates and samples that you may find useful when drafting your resignation letter.

 

Keep in mind that no matter what the other contents of your resignation letter are, there are a few things that are non-negotiable and must be stated clearly.

 

-The role/position that you are resigning from

-The date on which your resignation is effective from

-The notice period that you will be serving

-You could state the reason for wanting to quit (without being specific)

-Do not include any complaints or negativity

Thank your employers for the opportunity to have worked with them

-Keep the door open for opportunities in the future

 

Here are some sample formats for resignation letters:

 

Sample 1

Letter of Resignation for Short Notice

20/12/2016

Mr. Ashish Chopra

Store Manager

Next companies Pvt. Ltd.

Andheri East, Mumbai – 53

 

Dear Ashish,

I am writing to announce my resignation from <Company Name>, effective two weeks from <date>.

This was not an easy decision to make. The last ten years have been very rewarding. I have enjoyed working for you and managing a very successful team dedicated to a quality product delivered on time.

Thank you for all the opportunities you have provided me.

I wish you and the company all the best. If I can be of any help during the transition, please don’t hesitate to ask.

Sincerely,

<Your Signature>

Ramesh Chhipa

 

Sample 2

Letter of Resignation- Resigning from a New Job

 

20/11/2016

Mr. Ashish Chopra

Store Manager

Next companies Pvt. Ltd.

Andheri East, Mumbai – 53

 

Dear Ashish,

I am writing to formally notify you of my resignation from my position as a Sales Executive at PQS.

I was recently offered a new opportunity with a company headquartered very close to my home, and I have decided to take their offer.

Currently, I spend several hours a day commuting and this new opportunity will allow me more time with my family. My last day of employment with PQS will be November 30th.

I have enjoyed being part of the team though for a very short period but will miss you all. I appreciate your support and understanding, and I wish you all the very best.

Please let me know if I can be of any assistance during the last few weeks of my time here.

Sincerely,

<Your Signature>

Ramesh Chhipa

 

Sample 3

Formal Resignation Letter

 

20/11/2016

Mr. Ashish Chopra

Store Manager

Next companies Pvt. Ltd.

Andheri East, Mumbai – 53

 

Dear Ashish,

Please accept this letter as notice of my resignation from the position of Assistant Manager from Next companies Pvt. Ltd.

Although this has been a difficult decision to make, I have been offered an opportunity that I believe will help me reach my long-term career goals. I hope you will understand my reasons for moving on.

As per the terms of my employment contract, I will continue to work for the company for the next 3 months completing my employment on February 20th, 2017.

If there are any areas in particular that you would like me to focus on during my notice period, please let me know.

I have enjoyed being a part of the team and I am thankful for the opportunities that you have given me during my time here. I owe a great deal to the company and wish you all the best in future endeavours.

Yours sincerely,

<Your Signature>

Ramesh Chhipa

 

Sample 4

Resignation Letter- Resigning for Personal Reasons

 

20/11/2016

Mr. Ashish Chopra

Store Manager

Next companies Pvt. Ltd.

Andheri East, Mumbai – 53

 

Dear Ashish,

Please accept this letter as my formal resignation from my position as Sales Executive at XYZ. I will be leaving my position due to personal reasons, and my last day of work will be in two weeks, December 2nd, 2016. While I do regret any inconvenience caused to you and my co-workers due to my resignation, these personal reasons are beyond my control and must be attended to immediately. I will do all I can to ensure that my leaving is as smooth a transition as possible.

Over the next two weeks, I will work to ensure that all of my paperwork and duties are made to be current. I’m happy to assist in the training of my replacement if that is possible within this two weeks’ time frame. Please feel free to contact me by phone at (123) 456-7890 or by email at xyz@gmail.com should you have any questions. I will do my best to help you.

I have thoroughly enjoyed my time here at XYZ, and I will remember my colleagues fondly. I wish you all well and thank you for your consideration.

Sincerely,

<Your Signature>

<Your Typed Name>

 

Related: Need a break? Write a leave application letter

 

Sample 5

Resignation Email

You should avoid resigning on email as it is not really the best way to quit your job, unless you work remotely. However, sometimes circumstances are such that using email to quit your job is unavoidable, especially if you’re not going to be in the office or if there is a difficult situation at work.

Even if you are quitting your job via email, you are bound to serve the minimum notice period as per your contract. However, if circumstances do not allow you to serve the notice period, you should at least visit the office once for settlement purposes and any final clarifications.

Before writing an email resignation –

  • Check your employment contract obligations with regard to the notice period.
  • Include your signature if possible.
  • Print and keep a copy of your resignation letter to avoid any dispute over details.
  • Ask the recipient to acknowledge receipt of the email. In case they do not, then follow up to ensure it has been received and read.
  • In case you are unable to visit the office, inform in the email what should the company do with your final paycheck.

 

Sample email resignation format

From: Your Name (your email address)

To: Ashish Chopra

Subject: Resignation – <Your Name>

 

Dear Ashish,

This email is to notify you that I am resigning from my position as Sales Coordinator with XYZ Corporation effective Friday, December 16, 2016. My last day of employment will be Thursday, December 15, 2016. This includes the required two weeks’ notice period.

I have enjoyed working here very much and I want to thank you and the entire sales team for all the support and encouragement you have always given me. In order to achieve my long term career goals I have accepted a higher level sales position with another company.

Please note that I am available to help in any way that will make my departure as easy as possible for the company. I want to wish everyone at XYZ the best of luck for the future.

 

Sincerely,

<Signature> (preferably by hand)

<Your Name>

 

Related: Are you ready for your next job?

 

3. After your letter has been accepted

  • You should inform your employer about the status of the projects you are working on and anything that needs immediate attention.
  • It is best to do so in the form of a written memo so that there is no miscommunication.
  • Find out who will be taking over your responsibilities (if the company knows) and help that person understand what needs to be done.
  • You should take a good reference letter from the employer.
  • Bid farewell to all your colleagues and wish them all the best for their future.

 

Looking for a job that you love? Create your SmartProfile™ today and find a job that matches your skills and preferences.

You may like to read this

  • How to answer the toughest interview question: “Why should we hire you?”

    “Why should we hire you?” is an especially tricky interview question to answer. However, this is the one question to which the interviewers really want an answer! And if you’re not prepared for this one ahead of time, your response to it can make or break the deal. Your goal, during the int...

  • 5 Verbal Mistakes You Should Never Make

    For many of us, it’s easy to get carried away while speaking. Whether it’s in a meeting, a group discussion, or a job interview, it’s difficult to tell how much is too much when it comes to our words. But it is with these very verbal mistakes that we can do the most damage, especially when th...

x