It’s decided. You’re moving on from your current position.
No matter your circumstance for leaving, whether you‘ve accepted a new job, you’re burned out with your current job, or you’re retiring, there is a hurdle you need to jump — you need to compose a professional resignation letter, sometimes referred to as your formal notice, or your two weeks notice.
There’s no need to fret over this step because you’ve come to the right place — and if you happen to be a woman searching for a new opportunity, check out The Assist, a free email newsletter that gives career advice and changes the narrative about how women support each other to achieve success.
First, a resignation letter does not replace telling your employer your news in person, or if you work remotely, on video.
But when you submit a resignation letter, you’re sharing an official document that informs the HR department to put an end to your file. It also ensures that you leave in good standing with your company because you’ve provided clear documentation of your decision.
Resignation letters are submitted to employers daily, with reasons varying all over the map from low morale and motivation to feeling micromanaged. Perhaps it was a lack of leadership or recognition that broke the camel’s back — the fact is, just about any reason for resigning is an appropriate reason to submit one.
If you’re having doubts about whether you should write one, this 2022 study by ConsumerAffairs puts things in perspective.
According to the data, here are the top five reasons people are quitting jobs and affecting retention:
- Seeking higher pay (47%)
- Seeking better benefits (42%),
- Insufficient raises (41%)
- Needs not met by pay (40%
- Pay inequality (39%)
The above gives you a good idea of what makes an employee happy and engaged, but you’ll also find the common catalyst in why they quit— a lack of employee appreciation.
Pro-tip: Check out how Caroo can help you keep morale high and turnover low with carefully curated and personalized gifts.
So, what is a resignation letter?
A resignation letter documents the fact for your company’s human resources department tells the recipients that you are beginning your transition period, and informs them of your official notice period so they can go about filling your position.
Speaking of your official notice period, it’s best practice to submit your resignation letter at least two weeks before your end date. Plus, that will give your colleagues time to plan you’re going away (or retirement) party.
You can attach your letter as a document in an email or it can be the email body.
If you’d prefer to hand over your letter in person, be sure to keep documentation of your submission. (If this is the route you prefer to go, bolster your confidence and convey your gratitude to your employer by also getting them a goodbye gift!)
With a good resignation letter, your goal is to leave on a positive note. To do that, you will need to strike the right tone of sincerity and professionalism.
The following contains helpful information on formatting your resignation letter as well as resignation letter samples and free resignation letter templates.
Have You Heard Of The Employee Retention Credit?
What You Should Include in Your Resignation Letter
- A clear subject line that leaves no room for confusion, ie “[your name] Resignation”
- Your contact information
- Your name
- Your employer’s or supervisor’s name
- Your last day of work
- Your position in the company
- A statement that explains that you’re leaving
- Reason(s) you’re leaving
Resignation Letter Examples
Below are 5 examples of resignation letters covering different situations to help ensure a smooth transition.
Two Weeks Notice Resignation Letter
When to use this resignation letter:
You can leave your current position within two weeks and you’re willing to offer your time and energy to help your team through the transition process.
Two Weeks Notice Resignation Letter Template:
Dear [employer name],
I regret to inform you that I will be leaving [company name], effective two weeks from today on [your end date].
I appreciate the time I have spent here as a [your role]. I have learned so much from [co-workers, experiences, etc], and I’ll cherish the invaluable experience I gained through [significant opportunities].
I’ll do everything possible to wrap up my duties during my last two weeks. I’m also happy to help new train team members. Please let me know what I can do to assist in the transition.
Sincerely,
Your Signature (if using a hard copy letter)
Your typed name
Retirement Resignation Letter
When to use this resignation letter:
You are prepared and poised to officially retire within the next two weeks. For more help with expressing your gratitude or expressing yourself best within your retirement letter, check out this article.
Retirement Resignation Letter Template:
Dear [employer name],
I am writing to notify you of my upcoming retirement from [your role]. My final day with [company name] will be [date].
I am deeply grateful for the opportunity to spend the last [number of years] working with [company name]. I learned a great deal from [employer, colleagues, or opportunities] and feel that my [a noteworthy skill] grew considerably during my time as [role] It was a pleasure especially to be a part of [a significant opportunity].
Please let me know how I can help make the transition following my retirement as smooth as possible. I would be happy to assist in hiring or training my replacement. Optional: I will also be available to assist as a consultant during my retirement, should you have any opportunities available.
Thank you for the opportunity to work at [company name]. I wish you all the best in the years to come!
Sincerely,
Your Signature (if using a hard copy letter)
Your typed name
Listen, if you‘re retiring, then let‘s be real. This is your time. Drop some hints about retirement gifts at the water cooler (just not in your resignation letter!).
Short & Simple Resignation Letter
When to use this resignation letter:
Generally speaking, resignation letters don’t have to offer much information about why or where you’re going. If you prefer to avoid thanking them or adding much detail, simply include your company’s name, the fact that you are leaving, and your last day of work. That being said, if you’re holding back what you want to say, use this guide to find a workplace that recognizes you for the amazing employee you are.
Short & Simple Resignation Letter Template:
Dear [employer],
Please accept this letter as notification that I am leaving my position as [your position] with [company name] on [end date].
If I can be of assistance during this transition, please let me know.
Sincerely,
Your Signature (if using a hard copy letter)
Your typed name
Personal Reasons Resignation Letter
When to use this resignation letter:
Perhaps you are leaving because of family circumstances or a lifestyle change. As you transition, it’s never a bad thing to make your employer aware that you may need some additional support, or at least, understanding. While you should not go into detail about your personal life, conveying the truth is best.
Personal Reasons Resignation Letter Template:
Dear [employer name],
I regret to inform you that I will be leaving my role as [your role] at [company name] on [end date]. Due to personal reasons that prevent me from fulfilling the responsibilities of this role, I feel it is in my best interest that I resign.
I appreciate the time I have spent here [optional: elaborate on your role]. I have learned so much from [employer, colleagues, and or relevant experiences], and will cherish the invaluable experience I gained through [significant opportunity].
I’ll do everything possible to wrap up my duties and train team members before my last day. Please let me know what I can do to assist in the transition.
Sincerely,
Your Signature (if using a hard copy letter)
Your typed name
Formal resignation letter
When to use this resignation letter:
A formal letter of resignation might contain the reasons why an employee is quitting, whereas a basic resignation letter succinctly provides only pertinent information, such as the hire date, position, department, and last day of work.
Formal Resignation Letter Template:
Dear [employer’s name],
Please accept this letter as the formal notification of my resignation from my position [your role] with [company name], effective two weeks from today on [end date].
I have accepted a role as [new role] at[new company]. I strongly believe [your reason for accepting this new role].
I have learned so much from [employer, co-workers, or opportunities] about this industry, and will cherish the invaluable experience I gained through [relevant opportunity].
I will do everything possible to wrap up my duties and train team members over the next two weeks. Please let me know what I can do to assist in the transition.
Sincerely,
Your Signature (if using a hard copy letter)
Your typed name
