Jobtree Logo small

How to Write Your Resignation Letter: Examples and Tips

How to Write Your Resignation Letter
Jobtree logo
by Jobtrees Team

When you’re ready to leave your current job and start a new job opportunity, writing a resignation letter is an important step in leaving your job professionally and with good etiquette. A professional resignation letter can help to avoid burning bridges as well as set you up for a good reference. 

What is a resignation letter?

A resignation letter is a way to formally end your employment and provide details such as an end date and contact information. No matter the reason for your departure, having a prepared formal letter can ensure a smooth transition.

Should you resign before securing a new job?

If you are experiencing significant job-related stress, have a toxic work environment, or are in a situation that is negatively impacting your physical or mental health, it may be necessary to resign before securing another job. However, it is generally recommended to have another job offer lined up before quitting your current job. If you are in the process of your job search, check out our guide for tools and tips better job search results. 

Should you give two weeks notice? 

The amount of notice you should give before leaving your job depends on your employment contract, company policy, and the industry you work in. Typically, a notice period of two weeks is considered standard in many industries in the United States, although some companies may require more or less notice.

In some cases, it may be appropriate to provide more notice than required by your contract or company policy, particularly if you work in a critical role or are responsible for major projects or initiatives. Giving extra notice beyond a two weeks notice can help your employer plan for your departure and transition your responsibilities to others.

Ultimately, it's important to provide as much notice as possible and to leave your job on good terms. This can help you maintain a positive relationship with your employer, which may be important for future job opportunities or references.

How to tell your supervisor you are leaving:

  • Don't tell your co-workers before you tell your boss

  • Request an in person meeting if possible or request a private meeting online. 

  • Outline what you’d like to say - try to stay direct, positive and professional as possible. Express gratitude, provide your end date, and offer to help with the transition plan. 

  • Be prepared to answer questions such as why you are leaving, what they can do to keep you, what your next move will be.

  • Have your letter of resignation ready to hand over either printed in person or via email (or both)

  • Ask your boss how they’d like to share the news with team members. See example of a good-bye letter to send to co-workers below.

How to write a resignation letter:

  • Begin with a clear and concise statement that you are resigning from your position. (This should be the first sentence of your letter.)

  • Express gratitude to your employer and colleagues for the opportunities and experiences you've had while working with them. You might want to mention some specific highlights or accomplishments from your time in the role.

  • State the date of your last day of work, taking into account any notice period required by your employer. This will allow your employer to plan for your departure and transition your responsibilities to others.

  • Offer to help make the transition as smooth as possible. You might want to suggest that you're willing to help train your replacement or assist with any other tasks that will help the company.

  • End the letter with a positive statement, such as wishing the company continued success or thanking them again for the opportunity to work with them.

  • Include your contact information, such as your phone number and personal email address, so that your employer can get in touch with you if needed.

  • If possible,  print the letter and sign it by hand. This will give it a personal touch and show that you're serious about your decision to resign. You can deliver your letter in peron. 

Printed resignation letter example (hand delivered or attached to email)

[Your Name]

[Your Address]

[City, State ZIP Code]

[Your Email Address]

[Today's Date]

 

[Employer's Name]

[Employer's Address]

[City, State ZIP Code]

 

Dear [Employer's Name],

 

I am writing to inform you that I have decided to resign from my position as [Your Position] at [Company Name]. My last day of work will be [Date]. (Optional to briefly state why you are leaving. For example, you might state you are leaving for personal reasons, a change in your career path or you are returning to school)

 

I would like to express my sincere gratitude for the opportunities and experiences that I have had during my time at [Company Name]. I have learned a lot and developed my skills in various ways, and I am grateful for the support and guidance that I have received from my colleagues.

 

I am committed to making the transition process as smooth as possible. I am willing to help with training my replacement, as well as providing any other assistance that might be needed to ensure a smooth handover of my responsibilities.

 

Once again, thank you for the opportunity to work at [Company Name]. I wish you and the company all the best for the future.

 

Sincerely,

Leave space for your signature

 

[Your Name]

 

Email resignation letter example

Email subject line: Your Name Resignation

 

Dear [Employer's Name],

 

I am writing to inform you that I have decided to resign from my position as [Your Position] at [Company Name]. My last day of work will be [Date]. (Optional to briefly state why you are leaving. For example, you might state you are leaving for personal reasons, a change in your career path or you are returning to school)

 

I would like to express my sincere gratitude for the opportunities and experiences that I have had during my time at [Company Name]. I have learned a lot and developed my skills in various ways, and I am grateful for the support and guidance that I have received from my colleagues.

 

I am committed to making the transition process as smooth as possible. I am willing to help with training my replacement, as well as providing any other assistance that might be needed to ensure a smooth handover of my responsibilities.

 

Once again, thank you for the opportunity to work at [Company Name]. I wish you and the company all the best for the future.

 

Sincerely,

 

Your Name



How to tell your coworkers you’re leaving: example email

No matter your reason for leaving, keep your letter professional. A goodbye letter is a great opportunity to connect with your co-workers and encourage them to keep in contact or add you on a networking platform such as LinedIn.

 

Email subject line: Saying Goodbye: My Last Day at [company name]

 

Dear [Co-workers],

 

I wanted to take a moment to let you know that I will be leaving [company name] at the end of this month. It has been a pleasure working with each and every one of you and I will truly miss the relationships and memories we have built together.

 

While I am sad to be leaving, I am excited about the opportunities that lie ahead. I am grateful for the experiences I have gained while working here and will always cherish the memories and friendships that I have made.

 

I want to express my sincere gratitude to each of you for your support, guidance, and encouragement throughout my time at [company name]. It has been an honor to work alongside such a talented and dedicated team, and I am grateful for the opportunity to have been a part of it.

 

Please keep in touch, and I look forward to hearing about your continued success.

 

Warm Regards,

 

[Your Name]

[Optional: Personal contact information]



Remember to keep your resignation letter brief and professional, avoiding any negative comments or criticism of the company or your colleagues. This will help you leave on a positive note and maintain a good relationship with your employer, which can be valuable for future job opportunities or references.