How to write a Professional Resignation Letter (With Samples)

HOW TO WRITE A PROFESSIONAL RESIGNATION LETTER (WITH SAMPLES)

Informing your boss about you leaving the job, is never an easy task. Initially, deciding whether to quit or not and then amidst the excitement of preparing for a new role, drafting the best resignation letter may seem like another hurdle to cross before you take your career to the next level.

Though full care must be taken in drafting this formal letter, as it would help you leave the company with a strong and positive final impression of you as an employee, that can be helpful in the future, in case you need a reference from your manager.

Also, this information in writing will demonstrate to your future employers that you left the job at your discretion and not got fired.

Writing an employment resignation letter

Avoid being superfluous and write a short resignation letter that only includes relevant and helpful information. Do not glorify the benefits of moving on to your next role; instead, take the opportunity to appreciate the part of your current organization in shaping your career.

These are some necessary components a departing letter should necessarily have:

Don’t use informal language

Remain professional in your resignation letter as it is a formal document. Remember that the only objective of the registration letter you are writing is to inform the employer that you are leaving the company at a particular date, not to foster camaraderie.

Your employer will surely have better things to do, than reading your ramblings and chit-chats, if you happen to mention them in your resignation.

Identify yourself

Start your message by stating your designation, and the company. This type of introduction may seem like a redundant step if you work in a small company or a start-up and your boss knows you well, but since the letter is your official termination, it’s essential to include these details.

 

identify

Then, you should quickly follow the information with a simple statement of your resignation from the job position in the company.

Check your employment contract to find out about the notice period you need to serve before resignation. You are legally bound to serve the company for the time mentioned as notice period in the contract unless your manager specifically asks you not to.

Appreciate the opportunity

Express gratitude to your former employer for the opportunity he gave you. Reflect upon how you have grown and what you acknowledge most at the company.

Try to be as specific as possible – perhaps the company provided effective training programs for new employees, a unique social and supportive work culture, a great work-life balance avoiding burnout or the knowledgeable co-workers and management team.  

You may also mention where you are heading to next, though it is not necessary. It could be omitted in case of you leaving the company for a competitor.

Offer assistance

Mention your willingness to help the transition phase easier for the company. Mention in particular how you could help – referring someone for the position, orienting the new hire, et cetera. Your gesture will be well appreciated.

Don’t criticize the company or co-workers

Even when you are unhappy or angry with the company and your co-workers, ensure the absence of any negative comments or statements about any stakeholder of the organization.

dont criticize

 

Use this golden opportunity to foster your relationship and leave a good final impression on the company.

You might have to return to work for the company in the later part of your life, in case of a great career opportunity being on offer. Your previous impression with the company and its co-workers will help you a lot then.

Also, your outrage towards the organization or your manager may come back to haunt you later in case you need a reference, sometime in the future.

Personal Contact Information

Though, mentioning your e-mail ID at the end can boost your relations with the former employer, in case you need to use him/her as a resource, in the future.

Some basic resignation letter templates

Here are some basic resignation letter templates that may help you leave your company with a strong and positive final impression.

Sample 1: Simple Resignation letter serving the full notice period

Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date

Recipient’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as a notification of me resigning from my position of XX at Company A, on Month XX, YYYY, ensuring to serve my notice period as per the employee contract.

Please let me know about the process I need to follow to receive my last paycheck and any remaining benefits. I will be happy to collect the paycheck through the Human Resource department, or you could have them mailed to my home address.

I thank you for the support that you have provided me during my association with the company. I much appreciate your guidance during these years.

Sincerely,

Handwritten Signature (hard copy letter)

Your Typed Name

Sample 2: Resignation letter requesting relieving prior to the notice period

Your Name

Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date

Recipient’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as notification of me resigning from the position of XX at Company A.

My employment contract states a required notice period of [INSERT NOTICE PERIOD LENGTH] before quitting, but I request you to reduce this to [INSERT REQUESTED NOTICE PERIOD LENGTH], completing my employment on [INSERT LAST DAY YOU INTEND TO WORK].

This is due to [INSERT REASON WHY YOU REQUIRE A SHORTER NOTICE], and I hope we can come to a cordial agreement to grant this request.

I have enjoyed every moment being a part of the team and am thankful for the opportunities I have been provided with, during my time here. I hope that I can rely on you for a positive reference in the future.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Sample 3: Resignation during probation period

Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date

Recipient’s Name
Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

I am currently working in your company and still on a probation period of XX months.

I am seeking to resign from your company due to (my selection in another company of my interest/chance to work at a more suitable job location/or any other reason of your choice).

I am very thankful to you for giving me the opportunity to work with you on probation.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

 

No matter what your role is, who you are informing and why you’re leaving, always be polite in your formal resignation letter. Never leave a company on a sour note, even if you are quitting for negative reasons.

The above sample resignation letters will keep your professional network intact, as you move on to your next career opportunity.

Dealing with a counteroffer

Companies nowadays are not willing to let go off their top employees. Therefore, it should not surprise you if your resignation letter is followed by a luring counteroffer. Here comes the diversion of choosing to take the opportunity or move on.

An offer letter usually doesn’t address the underlying factors that acted as a primary reason for your resignation in the first place, but sometimes that might not be the case.

counteroffer

If you are particularly happy at your workplace and enjoy your co-workers, but are leaving just due to lack of money, a counteroffer may work for you.

Your resignation may prompt the employer to realize how undervalued you felt at the organization and they may provide you with things like work-life balance, a suitable work location or a better project which you longed for.

Though there may be some cons of accepting a counteroffer too.

Your resignation may be perceived as a sign of your lack of loyalty to the company by your co-workers and managers. Accepting a counteroffer from the company might not be able to establish trust again.

Moreover, your employer would always be on his toes, knowing that you could leave the company at any point in time. As a result, you may be overlooked while assigning good projects.

The counteroffers situation can be very tricky to handle and requires careful consideration. While making your decision about accepting or denying the offer, consider whether your initial discrepancies are being resolved for a long time or not.

Remember that life will give you many opportunities, you just have to be smart enough to choose the right one.

Looking for new job opportunities? Discover them here!

*Images created using vectors from freepik.com
Aashish Verma

Aashish Verma

Passionately curious, witty and admirer of things that are out-of-the-box!

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