Getting a job is challenging enough, but many don’t know that quitting one isn’t the easiest task in the world, either. One of the parts people find the most demanding is writing a proper letter of resignation.
The quitting process revolves around courtesy and professionalism. Regardless of your reason for leaving, the goal of your letter is to notify the higher-ups about your decision politely. It also sets the tone for the remainder of your time there, as well as your relationship with your superiors afterward.
Without further ado, let’s see what this document should look like!
Key Takeaways
A letter of resignation is a formal document you send to employers or supervisors when you plan to quit your job.
In addition to your and the recipient’s contact information, this concise letter needs to feature the date of writing to mark the beginning of a two-week notice and help with HR filing.
The first paragraph should state that you’re leaving your job and mention the exact date when that will come into effect.
You should be polite, thank your employer and team, and offer to finish your work and help them transition before you move.
Avoid being critical, leaving negative comments, using jokes, or adding irrelevant information.
What Is a Letter of Resignation?
A letter of resignation is a formal document that employees write and submit when they decide to leave the company. It acts as an official announcement of one’s resignation, and its purpose is to communicate that decision clearly and professionally to the employer.
In general, an employee’s resignation letter should include their last day of work. In most cases, the period between submitting a letter and actually quitting is determined beforehand, upon getting a job and signing a contract.
A common practice is to submit a letter of resignation with a 2 weeks notice. This is a transitional period that should allow employers to adapt to new circumstances and find a replacement.
If you aren’t bound by a written contract, you can also submit a letter of resignation with immediate effect and no notice. However, giving employers time to figure things out can positively impact your relationship with them going forward and is generally considered good practice in terms of networking.
What to Include in Your Letter of Resignation
A professional resignation letter should be brief—shorter than your resume or cover letter. Still, there’s an established format to follow and specific sections that you need to include to make it satisfactory.
These sections are:
Letter of Resignation Mandatory Sections
Contact information
Date of writing
Supervisor’s contact details
Statement of resignation and your last day
A thank-you note
Sign off
#1. Contact Information
Contact information should go in the header of your letter of resignation, similar to a application letter. It should have the following details:
Contact Information Mandatory Details
Your name
Job title
Phone number
Email
You can also include your address, city, and state, but these details aren’t obligatory.
Here’s what that looks like in practice:
Contact Information Example
Esmeralda Lewis Mathematics Teacher 310-461-4302 esmeralda.lewis@email.com
#2. Date
Including the date of writing is essential, as it’s a filing date for HR, and it represents the moment when the notice period starts. That’s why you should include it after your contact information, like in the following example:
Date Example
May 23, 2024
#3. Supervisor’s Contact Information
After adding a date, you should include the recipient’s contact information. That can be your supervisor, boss, director, and so on.
You should list the following details:
Supervisor’s Contact Information Mandatory Details
Their name
Professional title
Company’s name
Company’s location
In practice, that looks like this:
Supervisor’s Contact Information Example
Flora Hall Supervisor Barnes High School 3304 Barnes Avenue Cincinnati, OH 45230
#4. Greeting
A cordial greeting is an established way of addressing the reader and introducing them to your letter of resignation. A simple “Dear” followed by their name will be enough.
Here’s an example:
Greeting Example
Dear Ms. Hall,
#5. Statement of Resignation & Your Last Day
The first paragraph of your letter of resignation should clearly communicate the fact that you’re resigning and specify what your last day is going to be. Since a typical notice period is two weeks, your last day should be two weeks after the date of writing.
You can also briefly mention the reason behind your resignation (e.g., a job change that aligns with your career goals) to give employers and supervisors clarification.
Here’s an example:
Statement of Resignation & Your Last Day Example
I am resigning from my position as a Mathematics Teacher at Barnes High School, effective June 6, 2024. I have recently accepted a position as an Assistant Professor of Mathematical Sciences at Cincinnati College of Arts and Sciences, which aligns with my long-term career goals.
#6. Thank-You Note
A polite thank-you note can help you maintain good relationships with former colleagues and employers. You don’t have to be overwhelmingly enthusiastic, but you can mention something positive about them or point out that you enjoyed being a part of their team.
You should also state that you’re willing to help them overcome potential obstacles your resignation creates. While you shouldn’t overpromise something you can’t deliver, you can assure the employer that you’ll diligently wrap up everything and complete your tasks.
Let’s see that in an example:
Thank-You Note Example
I want to thank you for the opportunity to work at Barnes High School. It’s been a privilege to be a part of your team, and I wish your staff much success in the future. I am happy to meet up and discuss how I can help ensure a smooth transition and minimize any disruptions caused by my resignation.
#7. Sign-Off
A sign-off is an established way to finish a business letter. Write it by simply adding one of the usual closings followed by your name.
Here’s what that looks like:
Sign-Off Example
Kind regards, Esmeralda Lewis
What to Avoid Including in Your Letter of Resignation
Understanding how to write a letter of resignation involves not only knowing what to add but what to avoid including as well.
Here are five things that you shouldn’t include in your letter of resignation:
Complaints or comments in bad taste. Even if you have valid reasons to be critical, you should refrain from bad-mouthing your employer, colleagues, or work environment. You might end up interacting with them in the future, so you don’t want to leave on a bad note.
Negative reasons for leaving. It’s not uncommon for people to leave their jobs because of various grievances, such as bad working conditions or unsatisfactory compensation. Even if you hate your job, remaining neutral or even positive in such situations is better for the long term.
Irrelevant information. A letter of resignation should be brief and to the point. There’s no need to go off on a tangent about trivial details that aren’t important to your employers and supervisors.
Jokes and sarcasm. You should avoid humor in a letter of resignation due to the gravity of the situation. Plus, jokes and sarcastic quips don’t often translate well through writing.
Detailed instructions for your replacement. You should try to help the company as much as possible during the notice period, but there’s no need to leave overly elaborate explanations on how your work should be done in your absence.
Letter of Resignation Templates & Examples
Finally, let’s check out some letter of resignation examples and templates to help you better understand how to write yours.
#1. Teacher Resignation Letter
Let’s start with a letter of resignation example of a teacher's role. You can use this example as a template when writing your own letter.
Check it out:
Teacher Resignation Letter Template
[Your Name] [Job Title] [Phone Number] [Email Address]
[Date of Writing]
[Supervisor’s Name] [Job Title] [Institution’s Name] [Address]
Dear [Supervisor’s Name],
I am resigning from my position as a [Job Title] at [Institution's Name], effective [Date of Resignation]. I have recently accepted a position as a [New Job Title] at [New Institution’s Name], which aligns with my long-term career goals.
I want to thank you for the opportunity to work at your organization. It’s been a privilege to be a part of your team, and I wish your staff much success in the future. I am happy to meet up and discuss how I can help ensure a smooth transition and minimize any disruptions caused by my resignation.
Kind regards, [Your Name]
Marketing Specialist Letter of Resignation With a Two-Week Notice
Here’s an example of a marketing specialist's letter of resignation that explicitly mentions a two-week notice:
Marketing Specialist Letter of Resignation With a Two-Week Notice Example
Dear Mr. Smith,
I am writing to inform you that I am giving my two-week notice and will be resigning on [Date of Resignation] from my position as marketing specialist at Orange Marketing.
I am thankful for your support all these years. Working with you has been an amazing experience, and I wish your team and organization all the best.
I fully plan on wrapping up all my tasks, and I’d be happy to assist you during this transition in any way I can.
Sincerely, Jane Doe
Software Engineer Resignation Letter With Immediate Effect
Finally, let’s see an example of a letter of resignation with immediate effect. You can submit a letter without a notice period in multiple cases, such as during illness or personal crisis, after not being paid for a while, due to harassment, etc.
Here’s an example:
Software Engineer Resignation Letter With Immediate Effect Example
Dear Mr. Smith,
I regret to inform you that I will formally resign from my position as a software engineer at Cubit Inc., effective immediately. Due to unforeseen circumstances and personal reasons, my last day will be this Wednesday. I sincerely apologize for such short notice and hope this doesn’t inconvenience the team or the company.
I want to thank you for your support and understanding. Working at this organization has been a privilege, and I hope to leave on good terms. I wish Cubit Inc. and my coworkers the best of luck going forward.
Kind regards, John Doe
Letter of Resignation Example
Final Thoughts
Quitting jobs requires the same grace, precision, and professionalism as getting them. While the stakes with resignation letters aren’t as high as when making a resume or a cover letter, you still want to submit an elegant document to leave on good terms.
Fortunately, writing a letter of resignation isn’t that difficult once you know what you’re doing. The rules are the same whether you’re emailing a resignation letter or submitting a hard copy. You want to follow the established business format, have a clean layout, and convey your message concisely.
Thanks to these rules, now you know how to quit with style. Best of luck with your new job!
