When you send a letter of resignation to your employer, it’s good to add a word of thanks, if appropriate. You always want to leave a job on the best possible terms, and sending a heartfelt resignation letter can go a long way toward making your last impression as good as your first.
Here is what a heartfelt resignation letter should include with a sample, as well as an example letter noting regret at leaving.
How to Write a Heartfelt Resignation Letter
Most people are bad fibbers, but good at sensing when others aren’t being genuine. Don’t spoil the opportunity to leave on good terms with your soon-to-be former employer by lying. It’s not a good idea to pretend that your neglectful boss was a helpful mentor. Neither should you praise the efficiency of the organization when every day on the job was a fire drill.
Even bad jobs usually have some high spots. Search for those, and call them out for praise. Above all, be genuine.
Include the Details
It's important to start your letter by stating the fact that you're resigning. Include how much notice you're giving and when your last day of work will be. Also include your personal contact information so the employer can follow up with you when you're no longer employed.
The best praise is specific, as well as personal and honest. Did your boss or co-worker teach you a useful skill or provide an example that you’ll use as a model? This is the perfect time to mention it. Your resignation letter will linger longer in their memory because you’ve attached your thanks to their specific behaviors. We all like to hear nice things about ourselves.
Include an Offer of Assistance
Replacing employees is difficult. This is true even if you’ve given appropriate notice, and even if the company has your replacement lined up. Training a new worker and helping them gel with the team takes time, effort, and money—all of which are in perpetually short supply at many organizations.
By offering to help in the transition, you’ll stand out as someone who’s a team player even after you’ve officially left the team. It’s a low investment for you since the odds are you’ll be called upon merely to answer a few questions here or there, or provide training before you leave.
The impression you’ll leave on your former manager and colleagues will be priceless. You can bet they’ll be willing to provide you with recommendations and job leads in the future.
Heartfelt Resignation Letter Example
This resignation letter example includes appreciation for the opportunities provided by the employer and offers to help during the transition.
28 Nichols Street
Alamo, TX 76192
October 12, 2021
983 Green Ave.
Ft. Worth, TX 76101
Dear Ms. White,
Please accept this letter of resignation from ABC School as a sixth-grade history teacher. My last day of employment will be October 29, 2021.
Thank you so much for five excellent years at your school. I have worked alongside some wonderful colleagues, and have had so many opportunities to grow and develop in my career field.
I will never forget my time at ABC School. Please let me know if you need any assistance with the transition.
All the best,
Signature (hard copy letter)
Resignation Email Sample: Regret at Leaving
Here's an example of a resignation letter noting regret and thanking the employer. Use this letter for inspiration before writing your own. Do not copy the letter exactly; your own letter should be genuine and reflect your own feelings and circumstances.
Subject: Kaleel Humberton—Resignation
Dear Mr. Smith,
I regret to inform you that I am resigning from my position as communicationsdirector for ABC Company. My last day of employment will be November 5, 2021.
Thank you for the support that you have provided me during the last several years. I truly appreciated the opportunity to advance from assistant to manager to the director along with the chance to hone my marketing and PR skills. I have enjoyed my tenure with the company.
If I can be of any assistance during this transition, please let me know. I would be glad to help however I can.
Sending an Email Resignation Message
Sending your resignation letter via email is an option as well, but whether you're sending an email or a hard copy, some general rules apply:
- Remember that a resignation letter is a networking opportunity, and follow the rules outlined above to make a good impression on your team.
- Neatness counts. Proofread carefully, and have a trusted friend do the same, to save the embarrassment of spotting a typo or grammatical error after you send.
- File a copy for your records.
An email has different requirements than hard-copy communication, so the emailed version of your resignation will look a little different. Specifically:
- You can leave off the heading when you’re emailing, as well as the written signature.
- Brevity is key to email communication. Keep it as short as possible, while still conveying your message.
- Choose your subject line with care. “Your Name—Resignation” is a good option.