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A resignation letter is a legal form stating the decision to leave the current position. This resignation letter template includes the date of resignation and notice period to ensure the smooth transition of job responsibilities. You can also optionally describe your reasons for quitting and express gratitude to your employer and colleagues.

Samuel J. Parkerson
Template by Samuel J. Parkerson

Table of Contents

Resignation Letter

A resignation letter professionally communicates your decision to leave your current position. It denotes the end of your employment and opens the door to new prospects. Using a sample resignation letter gives you a good start – it sets the tone for your exit so that you will quit on good terms.

Feel free to utilize resignation letter templates available online to assist you in writing a concise and polite letter. It’s formatted to provide all the details you need while keeping a formal tone.

When to Use a Resignation Letter

Employees must submit a professional resignation letter when they decide to leave their position. There are numerous reasons why someone can choose to quit:

  • Exploring new opportunities: You’ve found a position or company that better fits your professional goals.
  • Career changes: You’re looking for growth that your present employment cannot provide, or you’re completely changing your professional path.
  • Personal circumstances: Moving, taking on family responsibilities, or experiencing health problems may force you to change jobs.
  • Retirement: You have made the conscious choice to end your career.

Terms and Parties of the Resignation Letter

There are two main parties involved in a professional letter of resignation:

  • Employee (resigning party): The individual initiating their formal departure from the organization.
  • Employer (receiving party): The company, individual, or organization to whom the resignation letter is sent; this is usually the HR department or the employee’s direct supervisor.

An official letter of resignation often includes the following key terms:

  • Effective date: The precise date on which your resignation will officially start. This marks the start of your separation from the company, following any necessary notice period.
  • Notice period: The duration between the resignation date and the last working day. Usually outlined in your employment contract, the notice period is a predetermined amount of time during which you promise to keep working to facilitate a smooth transition.
  • Reason for leaving (optional): Many resignation letter formats include this, even though it’s not necessary. A new employment opportunity, personal commitment, or any other valid reason might be the cause.
  • Expression of gratitude (optional): A common practice to maintain good relations is to write a quick note of appreciation for the opportunities and experiences you’ve had during your tenure.

Consider using a professional letter of resignation template that will provide a structured document with all the needed sections. All you have to do is add your information, which makes writing much easier.

How to Create a Resignation Letter

Just follow these easy steps to create a proper resignation letter:

  • State your intention to resign: Your intention to quit your job should be apparent in the opening paragraphs. Include the effective date of the resignation here, taking into account the notice period specified in your employment contract.
  • Mention the reason for leaving: Although not compulsory, stating why you’re leaving is usually good practice. Make sure you say it positively and appropriately.
  • Specify the last working day: Indicate the final day you will be able to work. The “Notice Period” specified in your contract should be followed by this date.
  • Express gratitude: Write a few encouraging words about your tenure, your thankfulness for the opportunity you had, or anything else you found meaningful.
  • Offer assistance in the transition: Offer assistance during the transition phase. For example, training a successor or doing any other necessary tasks.
  • Close the formal letter of resignation: End the letter with a formal salutation like “Sincerely” or “Best Regards,” then put your name at the end.

Professional resignation letter examples come in handy as they offer a framework that guarantees all relevant details are included. All you need to do is complete the template by adding your specific details.

A message of gratitude is optional in every sample resignation letter template, especially if your employment was not positive. In such cases, it’s critical to uphold a high level of professionalism and respect.

Crafting a Generic Resignation Letter: Quick Tips

Resignation letters come in various forms designed for different situations. One such type is the formal or generic resignation letter, in which you simply outline the essential points without delving into personal feelings. Consider these points:

  • State your intention to resign: Begin a sample professional resignation letter by expressing your desire to quit and providing the date on which your resignation will take effect, considering the notice period stipulated in your contract.
  • Specify the last working day: Specify the last day you intend to work.
  • Close the letter: Put a professional closure and your name at the end.

Check an example of a letter resignation you may use for reference:

Using a professional resignation letter template would be an effective way to step away from the job in an appropriate and polite manner. It helps a lot in creating a much smoother process of transition and ensuring a good long-term impression regarding your person in this particular company. Given that it will probably be the last professional communication with your soon-to-be ex-employer, a proper letter of resignation is definitely worth the time it takes to put it together properly.