Although “at-will” employment is the norm in the U.S., it’s a good idea to submit a resignation letter to your employer when you leave your job. This formal notification can help you go on good terms and use them as a reference in the future.
A brief resignation letter should outline your decision to leave, your last day, and the transition plan for your responsibilities.
How to Write a Resignation Letter
Identify yourself: Although it may seem unnecessary, your resignation letter should include your full name and job title since it is an official document.
State your intention to resign: You should begin the letter by stating your resignation and last work day. This should be succinct and to the point, without a reason for your decision.
Give thanks: Thank you for the opportunity provided by the organization during my tenure. I particularly enjoyed the collaborative work environment and the growth opportunities.
Offer to assist with the handover: In the third paragraph, mention your willingness to assist the company during the transition. If needed, offer to complete all ongoing projects, guide colleagues, or take on additional responsibilities.
Sign your letter: Remember to sign at the bottom if you are handing in a paper copy.
Resignation Letter Format
[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
Subject: Notification of Resignation
Dear Mr./Ms. [insert name],
I am formally informing you that I am resigning from my position at [insert job title], [company name], effective [insert date].
I want to express my gratitude for the support and opportunities you have provided me during my time here. Working at [insert company name] has been a rewarding experience, and I am thankful for the encouragement you have given me to pursue my personal and professional development.
I am fully committed to completing my current projects and ensuring a smooth transition to my successor. Please let us know if there is anything else we can do to help you during this transition period.
I wish the company continued success and hope we stay in touch.
Sincerely,
[Your Name]
[Your Designation]
[Email ID]
[Contact No]
Formal Resignation Letter Format
[Your name]
[Your address]
[Your phone number]
[Your email]
[Date]
[Supervisor name]
[Supervisor title]
[Company name]
[Company address]
Dear Mr./Ms. [insert name],
I am writing to formally inform you that I am resigning from the position of [insert title] effective [insert date].
I am grateful for all the support and opportunities provided to me during my time at [insert company name], and I appreciate the encouragement given to pursue my personal and professional development.
During my remaining term in office, I will remain fully committed to completing the upcoming tasks and projects and supporting the transition by helping to appoint and train my successor.
Please let us know if there’s anything else we can do to help you through this transition.
Sincerely,
[Your Name]
[Your Designation]
[Email ID]
[Contact No]
Professional Resignation Letter Format
[Your name]
[Your address]
|[Your phone number]
|[Your email]
[Date]
[Supervisor name]
[Supervisor title]
[Company name]
[Company address]
Subject: Resignation Notice
Dear [Manager’s Name],
I am writing to formalise my resignation from the position of [insert position name]. My final working day will be [insert date].
I am grateful for the support and opportunities I have had during my work at [insert company name].
During the remaining [insert remaining period], I am committed to completing my outstanding tasks and projects. I am also available to support the transition, including hiring and training my replacement. Please let me know how I can assist during this period.
I wish the company continued success and would like to keep in touch.
Sincerely,
[Your Name]
[Your address]
[Your phone number]
[Your email]
Why a Resignation Letter is Important
While it is not a legal requirement, providing your employer with a resignation letter allows the company to facilitate a smooth transition. This gives the business time to find a suitable replacement or train a colleague to take over your responsibilities, depending on the notice period you provide.
The application for resignation of activity is an official document is included in the employee file and HR file. Many employers require written and signed documentation to process vacation pay, even if you verbally intend to leave.
Resignation Letter vs Notice Letter
Notice of resignation and notice letter are essentially the same thing. Both letters notify the employer of the intention to leave on a specific date.
If you include a two weeks notice in your resignation letter, your departure date will be two weeks after the date you submit the letter. On the other hand, a resignation letter allows you to specify your preferred departure date, usually five days to four weeks.
Also Read – Termination Letter Format in Word & Pdf (Free Download)
What to Avoid in a Resignation Letter
- Do not give any reason for your resignation.
- Never boast about your new status.
- Be positive towards your bosses and colleagues.
- Don’t short the business.
Frequently Asked Questions about Resignation Letter
Q1. Can I resign from the company without a resignation letter?
Ans. According to the majority of jobs in the US, they are “at will,” which means you can leave at any time without giving notice. However, some businesses do require written confirmation of your decision to leave.
Q2. What is the difference between a resignation letter and two weeks’ notice?
Ans. They are essentially the same. Both are used to express your desire to resign. Additionally, it can be submitted whenever you like, unlike a two-week notice letter, which must be submitted 10 business days before your departure.
Q3. What is the resignation letter?
Ans. A resignation letter informs the employer in writing of your intention to leave the company. It should clearly state your departure date and outline the transition plan for your responsibilities.
Q4. What should my resignation letter include?
Ans. 1. Your full name and place of work.
- Statement of intention to resign in the first paragraph. Your departure date has been scheduled.
- A sentence in which you express your gratitude to your employer for the opportunities he has provided you.
- An offer expressing your willingness to help change the situation.
Q5. In a resignation letter, should you write your reasons for leaving?
Ans. No, your resignation letter should simply state that you are leaving and include a clear date for your last day of employment.