What Is a Resignation Letter?

A resignation letter is an official letter an employee sends to their employer informing them of their decision to leave the company. In other words, it is a legal form of resignation. The goal of a resignation letter is to create an official record of the employee’s notice, provide information about the employee’s last day of employment, describe any upcoming plans, and maintain a positive relationship with the employer. You should always check with your company’s human resources department to determine if a resignation letter is necessary. However, sending a resignation letter allows you to maintain a professional relationship with your employer after you leave your position. Given the standard two-week notice period, it gives your employer time to find a replacement.

Benefits of a Two-Week Notice Resignation Letter

You must delegate or suspend your responsibilities when you leave a job or internship. Giving advance notice of your absence allows your employer to formulate an action plan for your lack. It is also considered respectful to inform a manager or mentor of your impending departure before your last day of employment. If you plan to utilize these professional relationships in the future, submit a two-week notice letter. Two weeks is the industry standard. Understand that managers are not required to keep you on for two weeks after you give notice. Remember that your employees could end sooner when putting in your two-week notice.

Elements of a Resignation Letter

You have successfully found a new position. Now you must inform your boss that you are resigning and submit your resignation letter. Your resignation letter is your formal farewell and should be carefully composed. It will help if you leave in the most professional manner possible. Your objective is to tender your resignation and depart amicably. While the primary aim of a resignation letter is to tell an employer that you are leaving, you can also use it as an opportunity to solidify any positive work relationships and depart on a high note. Here are some elements that must be taken.

The Opening: Writing a resignation letter can be difficult. It would help to be straightforward and truthful while maintaining professionalism without being overly formal. Your first paragraph should state that your resignation is effective on the date of your resignation meeting. Be crystal clear and assured in your purpose. You want your boss to believe that negotiations are not possible. As a discussion of your resignation will accompany your letter, you do not need to provide excessive detail. Your resignation letter should be brief and direct.Give proper notice: Inform your employer that you will serve your notice period and your last day of employment. If you can negotiate your notice period, you should do so. It will allow you to complete tasks list during your final week of work. If you hold a senior-level position or are completing a large project, you may be required to extend your notice period. Make sure you give an adequate two weeks’ notice. Ensure your employer has sufficient time to hire and train a replacement whenever possible. Note that you are only required to stay within the standard notice period, especially if doing so would jeopardize your new position.Give the reason for your withdrawal: It is courteous to explain your reason for leaving. While this is optional, you do not need to be overly detailed. Maintain a positive outlook. If you are leaving due to retirement or, more commonly, because you have seen another position, state this to provide a clearer picture of the circumstances.Make clear your intent to assist with training: Include that you are willing to assist in training your replacement and will deliver your work on time. This may seem obvious, but stating it in your resignation letter clarifies your intentions to your boss. You may have completed your work before your resignation, but outlining your plan helps direct the discussion to your notice period.Thank them for the experience: Avoid expressing all the negative thoughts you have been suppressing. This is not the appropriate time or place. Instead, emphasize the positive aspects of your role. Describe areas in which you’ve grown, opportunities you’ve had, and overall positive experiences with coworkers. You wish to be remembered for your gratitude.Wrap it up competently: In your resignation letter, if you are willing to remain in contact with your employer or team, indicate your willingness. Write your phone number and email address if you want these details to be transmitted. A second option is connecting through a social media platform like LinkedIn. Before signing your name, close your resignation letter with “Warmly,” “Kind Regards,” or something similar. While “sincerely” makes your letter too formal, the other closings are cordial yet professional.

Tips to Professionally Quit without Notice

If employed under a contract, most people are at-will employees, meaning neither the employer nor the employee is legally required to provide notice before terminating employment. If you are in a position where you must resign without a full two-week notice, use the following steps as a guide for doing so tactfully and professionally:

1. Recognize the Risks

Before quitting without notice, carefully consider the associated risks and potential outcomes. If it is truly in your best interests, you should only terminate without notice. If you rely on your current employer for future references or work in a small, close-knit field, understand that leaving without warning could end your professional relationship and an adverse authority or reputation. Your work may be redistributed to coworkers, affecting many individuals who could impact your career.

2. Communicate Effectively

Even if you cannot provide two weeks’ notice, do your best to inform your employer that you are leaving. Inform your manager of your last day of work or if you can no longer report to work. If possible, inform them in person; however, a phone call, letter, or email are all preferable to nothing. Those with a positive rapport with their manager may also consider disclosing the reasons for their unexpected departure. Informing your boss of a family or personal emergency action plan that will prevent you from reporting to work may allow you to maintain a professional relationship despite unfortunate circumstances.

3. Be Polite

Use courteous and professional language when informing your employer of your decision to leave. You can enhance your professional standing by displaying these traits even if your manager lacks grace and dignity. If you share the reason for your departure, be tactful and focus on the facts of the situation rather than assigning blame. In a high-conflict case where it may not be easy to remain polite and express gratitude, resigning in writing may be in your best interest to maintain a professional demeanor.

4. Recognize the Circumstance

Please recognize that the situation is not ideal for the employer when informing them of your intention to quit without notice. If possible, offer to use your remaining hours or days on the job to assist with transitioning your responsibilities. Apologize for the inconvenience to acknowledge your manager’s difficulties and establish a positive rapport. This demonstrates self-awareness and reminds the employer to consider your perspective and the circumstances surrounding your abrupt resignation.

How to Write a Resignation Letter

Grab a cold brew or a glass of wine and learn how to resign with a class if you’re ready to leave your old nine-to-five job. Here are some steps you can follow if you intend to submit a resignation letter.

1. Include an Introductory Paragraph

Any resignation letter should begin with the date and the address of the company being left. The date the letter is written is significant, as you will later include your last day of employment in this letter. The date at the top of your resignation letter is a reliable indicator of when you informed management of your decision to leave. If there are any unfortunate discrepancies regarding your final day, you can use the letter as evidence of your diligence. The time tracking is already present if you are sending an email resignation letter. However, if you want the date to stand out as a significant aspect of your resignation, please include it in the email’s body. It is also recommended to have the company’s name and address in the header, whether the document is an email or a hard copy.

2. State Your Objective

In a resignation letter, you must be direct and concise. The initial paragraph of your resignation letter should make clear that you are leaving the organization. It will likely feel unnatural to write such a straightforward sentence. You would never address a friend or family member in such a formal manner. Nonetheless, it is essential not to mince words. You should clarify this in your letter if you have decided to leave and cannot be persuaded otherwise. Otherwise, there may be confusion as management attempts to devise methods to retain you. Discuss this with your boss before submitting a resignation letter if you desire to receive a higher salary increase letters or promotion. Submit a resignation letter only when you are prepared to pursue other opportunities.

3. Set an End Date

After notifying management of your leave, you must specify your last day of work. The standard notice period for most organizations is two weeks or longer, barring exceptional circumstances. For instance, if you are on a lengthy project, you may inform management that you will remain with them until it is completed. Please explain if you must quit two weeks in advance. You need to provide a manageable amount of detail. In addition, it allows the administration to better prepare for your absence. With an exact date in mind, they can determine what tasks are feasible and what will remain after you leave.

4. Provide an Explanation for Your Resignation

If you’ve spent years at a company, your supervisors and coworkers may be more than that. Perhaps they are your friends, have watched your children, or co-own a sailboat with you. If you wish to inform them of your plans, include this in the following section of your resignation letter. Humans crave closure, and stating why your departure lets your managers know whether the working relationship is concluding on positive file notes.

5. Provide Assistance with the Transition

You contribute significantly to your company. Your absence will undoubtedly leave a void where your hard work once stood. Although it is not your responsibility to worry about the company after you go, offering assistance with the transition during your notice period is a nice gesture. If the company intends to hire a replacement, it may be impossible to accept this offer. The hiring process can take weeks to months, and you must act quickly. However, suppose other team members could reasonably perform your job or portions of your job. In that case, managers may appreciate an offer to spend a part of their final days at the company training them.


Is it good to write a letter of resignation?

In the majority of cases, a resignation letter is not required. Many believe employees must formally resign by submitting a letter to their current employer. In most companies, there is no formal requirement to do so.

Is it better to resign or quit your job?

In most cases, quitting and resigning from a job mean the same thing: you have no longer chosen to have that job. Resign is more appropriate in formal contexts, but quitting is also acceptable in serious writing.

Is it worth it to resign?

Whatever your reason, quitting a job that makes you feel happier, healthier, or more aligned with your objectives and values is never a mistake. The following are typical explanations for why leaving work can be your wisest move: a new job. Personal conflicts.

Regardless of your position, be courteous in your resignation letter, explain why you’re leaving, and specify who you’re informing. Even if you’re going for unfavorable reasons, you shouldn’t leave on a sour note.