How to Write a Resignation Letter (With Template, Samples and Tips)August 25, 2020
When you plan to leave your job, writing a resignation letter is an important part of the process. Regulations mandate that employees who resign from their jobs must inform the employer by way of a resignation letter before their last day at work. Being able to write a good resignation letter can help ensure that you end the relationship positively and may also get you a good reference for future employment. In this article, we what a resignation letter is, how to write one and provide a template and samples for a variety of scenarios.
What is a resignation letter?
A resignation letter is an official document that notifies your employer of your intention to quit your position. If you are covered under the Employment Act, the Ministry of Manpower by-law holds that you have a legal obligation to give your employer a notice letter to terminate your position. That notice is an employment resignation letter, which can either be a resignation email or a formal resignation letter on paper.
It's a good idea to notify your manager directly before sending your resignation letter to give them time to prepare for your departure, find someone to replace you and ensure a smooth transition. If you are unable to see your manager in person, such as if you work remotely, you can have this conversation on the phone or through a video meeting.
A letter of resignation typically includes the following information:
- Your name
- Date of resignation
- Reason for resigning
- Duration of the notice period
- An offer for transition assistance
Why are resignation letters important?
When you decide to resign from your job, it's essential that you do so with grace and professionalism. A resignation letter serves as a professional courtesy to your employer that you intend to leave your position and provides your manager with vital information to help with the transition, such as when your last day with the company will be and what is needed before you leave. Human resources departments also use resignation letters to keep a record of your employment with the company.
How to write a resignation letter
Writing a resignation letter is a simple process. However, before writing your letter, it's important that you speak with your direct supervisor or HR department to ensure you're following any procedures your company has in place regarding resignations, such as what information to include in your letter and how and where you should submit it.
Follow these steps to write a resignation letter:
- Note the date and time
- Start with an address line
- Write your statement of resignation
- Include your last day of work
- Provide a statement of gratitude
- Include next steps or other important information
- Close with your signature
1. Note the date and time
The time, date and other details are typically included in business letters to provide timestamps. This information isn't necessary to include in an email since it is included digitally. However, if you plan to type a letter and give a physical copy to your supervisor or HR department, include this information at the top of the page.
2. Start with an address line
Next, address the recipient of your letter by name. This will likely be your supervisor or HR manager, depending on your company's specific processes. You can use greetings like ‘Dear', ‘Hello', or simply ‘Mr/Ms [supervisor's last name]'.
3. Write your statement of resignation
The next step is to provide a formal statement of your intention to resign from your position.
4. Include your last day of work
While two weeks' notice is standard for most companies, your employer may have certain instructions for when your final day of work should be. Ask your supervisor first, then list the date and weekday of your last day.
5. Provide a statement of gratitude
When resigning from a position, it's a good idea to maintain a positive relationship with your employer. You can help create a more peaceful transition by including a few sentences about your gratitude for the company.
6. Include next steps or other important information
Make sure to include information about your transition that the recipient should know. This information can be discussed with your supervisor beforehand, but if you're not sure, simply offering to assist with the transition will be appreciated.
7. Close with your signature
Finally, conclude the letter with a closing statement like ‘Sincerely', or ‘Thank you' and your signature.
Resignation letter template
Here is a sample resignation letter template that you can use as a guide for writing your own:
Dear Mr/Ms [supervisor's last name],
This letter serves as my formal resignation from XYZ Company. My last day with the company will be two weeks from today on [insert the date and weekday of your final day].
I am thankful for the opportunities that you have provided me and for all the valuable experiences I have gained during my time here. I have enjoyed working here and appreciate the support you have provided to me.
Please let me know if I can be of any help during this transition. I wish you all the best.
[insert your name]
This template includes basic information to provide when resigning from any company. To customize your resignation letter, you can add personal details, such as why you're leaving, or include language that suggests maintaining a professional relationship with your manager after leaving the company.
Resignation letter samples
Here are several examples of resignation letters for different situations:
Resignation due to a change in career
Dear Mr Bai,
I am writing this letter to notify you about my resignation from my position at SunTech Systems, effective 29 April. My last day of service with the company would be 30 May.
I am resigning from my position to advance my career in a different profession. The past five years of working with the organisation have been one of the best periods for my professional growth. I remain deeply grateful for the opportunity and benefits that the company has provided me, and I am thankful for the experience and skills I have gained.
To assist with the transition, I would be happy to train new staff and will hand over all ongoing projects pending with me a week before the end of the notice period. Please reach out to me if you need any information. Thank you for your support and I wish you success in all your endeavours.
Resignation because of a better opportunity
Dear Ms Wang,
Please accept this letter as the official notice of my resignation from Barry Accounting, effective 21 March. My last day will be one month from today, on 20 April.
I have accepted a senior role as the chief accountant and procurement officer at a company that I believe offers more opportunities for my career going forward. I thank you for your support, understanding and mentorship in the past seven years. Working in the organisation allowed me to grow, acquire skills and become the thorough professional that I am today.
Let me know how I can help to ensure a smooth transition. I wish you all the best.
Resignation letter for relocation
Dear Mr Lee,
This letter is the official notification of my resignation from Tulip Star Fishing Company. My last day will be on 20 June.
I am leaving to be closer to my family, who live in the Malaysian capital Kuala Lumpur. This was not an easy decision to make, and I appreciate your support and guidance throughout my four-year stay with the organisation.
Thank you for giving me a supportive environment to learn more about the industry and grow my career. Please let me know how I can help with the transition. I wish you and the company success in all your future projects.
Resignation letter tips
Here are tips for writing an effective resignation letter that will allow you to leave your position while maintaining a positive professional relationship with your employer:
- Keep it brief. Where possible, limit your resignation letter to one page. Say everything you need to say in a few concise paragraphs and end it with your signature.
- Deliver it in person. If you plan to resign with a physical copy of your resignation letter, you may want to deliver it in person to your supervisor. Remember to include the date at the top of the letter. If you are writing your resignation letter as an email, make sure you include a clear and direct subject line. For example: Resignation — [your name].
- Stay positive. Keep the language positive and professional to maintain good relations with the company after leaving them.
- Plan to leave immediately. In some situations, your employer may ask that you leave on the day you notify them of your plans to resign. This could mean there will be a period of time in which you are not receiving a paycheck, especially if you are leaving for a new opportunity that doesn't start immediately. Make a note of what happens when others resign from their positions at the company and make sure you have a plan in place in case this could apply to you.
- Follow next steps. Once you submit your letter of resignation, your supervisor may request that you make a transition plan, provide any necessary training and complete certain projects.