Writing a resignation letter when you leave a job is not required, but it is recommended. Here's why writing one is a good policy. This letter will remain on file even after you are no longer working at the company.
It serves as a record of your last day and other relevant information. Providing those details on paper will help you avoid unnecessary miscommunications.
Leave the Company With a Good Impression
Writing a polite, professional resignation letter helps to leave a lasting positive impression on your manager and the human resources department. That's important, since you never know which other people they'll know in your industry. And, you'll be glad you left a good impression if you need to request a reference from your manager or the company years later.
One common reason for resigning is that your job no longer provides the opportunities you're seeking for growth in your career.
That could mean that there isn't a path to a promotion for you, or that there aren't projects available that allow you to develop new skills.
Whether using email, paper mail, or hand-delivering the letter, a resignation letter is important for informing your employer that you are terminating your employment, sharing when your last day will be, and more. What other information should you include in your letter? And how can you phrase it appropriately?
Find out more details, and use the sample letter (below) as inspiration while you write your own letter of resignation.
What Information to Include
The most important information to include in your resignation letter is the fact that you are resigning. Right after that, you should specify your last day of work. This will help both you and your manager avoid any confusion.
Ideally, you will provide two weeks' notice, although this isn't always possible. Typically, you'll include both of these pieces of information in the first sentence or two of your resignation letter.
Once you have stated the fact that you are resigning and how much notice you are providing, everything else in your resignation letter is optional. But, that doesn't mean you should not include it.
Being gracious in this letter will help leave a positive impression.
To that end, consider expressing gratitude to your former employer for the opportunity. Sharing the reason you are resigning isn't necessary, but as you can see in the example below, you can include details if you like.
It can also show some consideration to mention plans for the transition, specify your availability during the two weeks' notice period, and/or the time immediately following your departure. If you're able to help out with training or responding to questions, mention it.
Keep it Positive
Avoid being negative, despite whatever legitimate frustrations you have with the company, your colleagues, or your direct manager. This letter is not the place to air your grievances. It will likely wind up in your employee file, and be looked at if a potential employer calls for a reference check to verify your start and end dates.
Use Business Letter Format
Because this is a professional letter, you'll want to be formal in your language. If you are printing out the letter, use appropriate business letter formatting. Even if you're sending it over email, avoid using slang or inside jokes (even if the message is being sent to someone you email with multiple times a day).
Resignation Letter Sample for a Job With Better Opportunities
This is an example of a resignation letter you can use when your current job isn't providing growth opportunities. Download the resignation letter template (compatible with Google Docs and Word Online) or review more sample resignation letters to use to leave your job gracefully.
Letter Sample (Text Version)
123 Main Street
Anytown, CA 12345
September 1, 2018
Director, Human Resources
123 Business Rd.
Business City, NY 54321
Dear Mr. Rodriguez,
Please consider this my resignation letter from my position as HR Assistant at Manufly Communications, effective September 30th.
The past four years at Manufly have been incredible. I have enjoyed working here and feel that I am leaving with a great deal of experience. However, I have expressed my interest to move up the ladder many times over the years, and I see that this position does not have as much room for growth as I had originally anticipated. I feel that I need to move on and seek a position that allows for more responsibility and professional career growth.
Being your assistant has been very enjoyable over the last few years, but sadly I must move on in order to do what is best for me and my career. I hope to stay in touch and I want to thank you again for the time we shared together. I wish you all the best.
Your Signature (hard copy letter)