How to write your resignation letter

Thinking about resigning?

Maybe you’ve been thinking about it for a while now, but you’re not 100% sure how to go about it…

If you are ready to resign, preparing a short, informative resignation letter to your manager is the first step to take.

Writing a resignation letter provides clarity to your employer on why you are leaving, and helps to maintain a healthy relationship under the circumstances.

Your resignation letter should leave a positive and strong final impression – remember, you might need this employer to write you a reference in future. Be courteous and professional, so as not to burn any bridges, and see quitting your job as an opportunity to strengthen relationships and build your network. Essentially, it should include the main reasons to co-workers, human resources and superiors about why you are leaving.

If you’re still hesitating, read our tips below:

Give the right notice

If you’re looking to end your current role positively, start by giving the required notice. Every company asks for a certain amount of notice so they can provide a smooth transition of work. Your notice period is usually in the employee handbook, so if you’re not sure about the length of time required, check before you organise any plans to leave.

Note: If you’ve been offered a job, your future employer should not expect you to not give the correct notice to your current employer. They wouldn’t want someone to do it to them, so they shouldn’t ask it of you.

Preparing your resignation letter

Make notes on why you’re leaving before you start to write your resignation letter. You should have clear points about why you are ready to move on. A resignation letter doesn’t have to be a full page – a few paragraphs or lines are fine – it just has to be clear.

Write your letter

If you’re struggling to put the main points together, we suggest the following:

1. State your date of resignation
2. Don’t complain or point out any grievances in your resignation letter
3. Say thank you for the opportunity/your time there
4. Keep your letter short and precise
5. Ask any questions you would like to have clarified by your employer
6. Use business letter format (header with employer’s name, address and date)

Below, we’ve included a template for you to use as an example:

Contact information:

Your name,

Your address,

Your city,

Your county,

Your postal code,

Your phone number,

Your email address.

Date:

Dear (address your manager),

First paragraph:

State the reason for your letter and the date of when your resignation is effective.

Second paragraph:

This section should be where you thank your employer for your time at the company. Ask any questions about your resignation so that your employer can clarify as much information for you as possible.

Final paragraph:

This is where you will conclude your resignation by offering any help with the transition etc.

Sincerely/respectfully/best wishes,

Signature

Printed name

You can also choose to send your resignation letter over via email – especially if you’re leaving asap. The format should still be the same as the above, but if you do decide to send it via email, it’s recommended that you still have a follow up letter ready for your employee file.

Resigning can be tough, depending on the circumstances, but as long as you maintain your professionalism throughout the process, the transition should be simple.

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