If you have decided to quit your job, and want to leave on a positive note, it is proper to give notice. Usually a resignation takes place in a face-to-face conversation or on the phone, informing the supervisor of your decision to leave the company and offering to assist with a smooth transition. So quitting a job does not necessarily require a formal Resignation Letter. However, it is never a bad idea to follow up with a written letter, which will create a record of your decision, and provide documentation of your notice and departure date. Some companies actually require a resignation in writing for their files. Also, if you do not feel comfortable speaking directly with your boss, a letter may offer a better way to initiate the conversation. In this way, the boss will not be surprised by your subsequent request for a meeting.
Writing a Letter of Resignation is a formal way of informing the company of your decision to leave the position and may also clarify the reasons for your departure, avoiding any miscommunication by others. By sending a copy to both your supervisor and HR, you will ensure that the company has the correct information regarding your decision.
It is best to keep the letter short, for many reasons. This decision is considered a transaction, and does not require a lengthy explanation. State briefly the date you are leaving and what you plan to do next. For example:
I am leaving to pursue a role that will take my career in a new direction.
OR, if you are not sure about your future plans, you can also say,
I’m leaving to reconsider my next career options.
I am writing to let you know that I am resigning from my position, and my last day will be. (Date)
If you have already verbally communicated that you are planning to resign, your letter might begin as:
As we discussed today, I have decided to resign from my job as (title).
My last day will be (date), (X) weeks from now.
You can also include a few projects that you enjoyed working on or accomplishments.
I have enjoyed working with you and the team at (company). Thank you for the support and opportunities you have provided me over the past (x) years. I especially enjoyed (list one or two projects/accomplishments.)
Expressing appreciation is also very important, as long as you are sincere and truthful.
If the job experience was positive in the current situation, you can add a thank you paragraph outlining the experience you have gained.
I would like to thank you for the experience I have gained while in this position, and the help you provided in advancing my career.
Please let me know how I can assist you with any transition required in order to ensure a smooth transition.
Thank you again for the opportunity and support. I wish you continued success and hope to stay in touch.
Kindly let me know what steps are required to properly resign.
Don’t write a long letter, or include language that may impact you in the future - especially if you hope to receive a positive reference. Just state that you are leaving and that you appreciated the opportunity. However, if you are inclined to point out negative situations, weigh the pros and cons. Avoid writing critical remarks. Any issues or complaints are best addressed verbally in your exit interview. It’s preferable to leave a positive impression and not burn any bridges. Language such as the following can be tailored to your unique situation:
Dear (Manager’s Name),
This is to notify you that I am resigning from my position as (Job Title) with (Company). My last day of work will be (Date).
I have accepted a new position that aligns with my career goals and will build upon the skills I have gained at (Company).
Please let me know the proper steps required to exit the company, and any paperwork that I need to complete.
Please accept this letter as my formal resignation from the (Company) as (Job Title). My expected last day is (Date), which is in accordance with company standards.
After careful consideration, I have decided to accept a position as (Job Title) which aligns best with my future career goals.
If you had an employee contract, or company manual, make sure that you are following proper procedures for any policies required to resign. If there are potential legal issues regarding the reason for your departure, the letter should be brief and not state anything that might be used in the future. These are general ideas to use when writing a letter of resignation. You can always personalize it depending on the experience you had and the relationship with the recipient. Even if your current situation was not positive, it is always a good idea to remain professional and express thanks in any written Letter of Resignation.