How to Write a Short Letter of Resignation (With Examples)
Updated 11 February 2023
When you decide to leave your job, it's a standard practice to draft and submit a resignation letter to inform your employer. Writing a short and simple resignation letter can help your boss or direct manager prepare for your departure. If you're leaving a role to start a new job, learning how to write one of these letters may help you make your exit a smooth and pleasant experience. In this article, we outline why you may need a short resignation letter, explain how to write one and provide a few examples for reference.
What is a short letter of resignation?
A short letter of resignation is a simple and brief document you may submit to your employer stating your intent to resign from your current position. Companies typically require at least two weeks' notice for your boss or manager to make the necessary arrangements for your departure. There may be situations where your circumstances might not allow for sufficient notice, like personal emergencies or a new job offer requiring you to relocate to a new country to start work immediately. In these situations. you might provide a resignation letter with short notice.
Related: What Is a Notice Period?
Why is a short resignation letter important?
A short resignation letter is important as it can help preserve your relationship with your employer and colleagues. Here are some other useful benefits of writing a short resignation letter:
It allows you to leave on good terms without providing detailed reasons for your departure. Although there might be personal reasons behind your departure, it's generally best to refrain from discussing them in the letter to your employer. Keeping your resignation letter short and brief allows you to part ways amicably without providing detailed reasons to your employer.
It can help to raise your professional standing and reputation in the industry. Even though you may be leaving your current employer, it's still important to handle your resignation with grace and tact, especially if you choose to remain in the industry. A short resignation letter communicates your desire to move on in a respectful manner, which reflects well on your professional standing and reputation in the industry.
It may help to boost your employability. A short and respectful letter is a professional courtesy that may be looked upon favourably by your manager and colleagues. When contacted, they may be more inclined to provide a positive testimonial or reference, which can help to boost your employability.
How to write a short resignation letter
Here are the steps you can take to write a short resignation letter:
1. Speak with your manager first
It's advisable to speak directly with your manager or supervisor first before drafting your resignation letter. Even under difficult circumstances, communicating your intentions to your manager is a sign of respect. It's also an opportunity to offer your appreciation and discuss any time-sensitive issues like security clearances or unused leave encashments. If you need to leave urgently, this conversation might also encourage your manager to expedite the process and help to facilitate a smooth departure.
2. Use a professional business letter format
It's preferable to follow a professional business letter format as human resources usually keep your resignation letter as a record of your employment on file. This further indicates your effort in the process and helps to keep your resignation letter concise and easy to read. In this format, use a header that states the recipient's first and last name, position, address and the date on which you're submitting the letter.
3. Indicate the date of resignation and the position you're resigning from
In your statement of resignation, indicate the date of resignation and the position from which you're resigning from to ensure your manager clearly understands the purpose of this letter. This also gives them a firm timeline before your official exit and allows them to plan and prepare for your departure. As this is a critical piece of information, it's important that you check to ensure your effective resignation date is correct before submitting the letter to your manager.
4. Explain briefly why you're resigning
Although optional, it's a nice gesture to offer a short explanation of your departure in your resignation letter. This can give your managers and colleagues some closure as to why you're leaving the company. If you're leaving to start a new job, you may choose to provide details about this new role, or you can keep it more general and say you're leaving to pursue another opportunity.
5. Express gratitude by thanking your managers and colleagues
Be humble and offer your thanks and appreciation for your time with the company. You may indicate briefly what you have learned and the skills you have gained in the letter if you choose to. This helps you maintain a positive relationship with your managers and colleagues, who can become valuable additions to your professional network.
6. Leave your contact details
If they may want to reach you, you can also choose to leave your contact details for your colleagues or managers. In light of the short notice, a full handover may not always be possible. Leaving your contact information is a sign of assurance that you can still be relied upon for assistance, which reflects well on your professional reputation. Furthermore, this allows you to continue your business relationship with the company and keeps you open to future opportunities when they arise.
7. Proofread your letter
A well-written and formatted resignation letter is your last chance to leave a positive impression on your managers and colleagues. It's important that you proofread your resignation letter before sending it. Check for spelling, punctuation or grammatical errors and make the necessary edits to keep it concise.
8. Officially close with your signature
Now that you have proofread the letter, the last step is to close off with your details. Remember to mention yours sincerely or thankfully before signing off. Then, include your full name and signature below it to conclude your short resignation letter.
Examples of short resignation letters
Here are some examples of short notice resignation letters for different situations:
This is an example of a short resignation letter showing a professional leaving a role to start a new job:
March 10, 2022
Great Harvest Holdings Ltd
91 Dunearn Road
#04-09 Darby Centre
Dear Mrs Lai,
Please take this letter as an official notice of my resignation from Great Harvest Holdings Ltd as Procurement Officer. My last day of work will be Monday, March 31, 2022. As spoken earlier, I have accepted a new career opportunity.
I have cleared all outstanding tasks and handed over my duties to David. I am grateful for your support and understanding.
I would also appreciate the opportunity to stay in touch with you. Please feel free to contact me anytime. I wish you and everyone at Great Harvest the best in your future endeavours.
+65 8117 3433
Here's a sample letter you can reference if you're leaving a job to start a new job in a new location:
February 18, 2022
CHC Design Pte Ltd
100 Forum Avenue
Dear Ms Pushpavalli,
I regret to inform you that I am resigning from my role as Junior Designer with CHC Design Pte Ltd, effective Friday, February 28, 2022.
As discussed, I will be relocating immediately to Australia to join my husband as he begins a new job opportunity. This was not an easy decision as I have enjoyed working with the CHC Design team over the last four years.
I thank you for your support and will always cherish the fond memories with CHC Design. I wish everyone success going forward.
When leaving a job, it's not a requirement to include your reasons for leaving in the letter. Here's an example letter that doesn't include specific details:
December 10, 2021
Sparc Engineering Pte Ltd
10 Tuas Drive
Dear Mr Tan,
Please accept this letter as the official notice of my resignation as Process Engineer from Sparc Engineering, effective Friday, December 26, 2021.
I remain grateful for your guidance and counsel. As instructed, I have briefed Clement on the outstanding tasks and left my contact details should he need to contact me for any urgent matters.
I wish you and everyone at Sparc Engineering the best. Thank you for your kind understanding.
+65 8384 5591
The models shown are for illustration purposes only, and may require additional formatting to meet accepted standards.
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