Resignation Letter Guide: Samples & Templates

The time has come to hoist the sails and set off for new shores. But before you leave the current port, you have to take care of an important detail: the cancellation letter. It's not just a formality, but a professional bridge between your journey so far and the exciting journey that awaits you on the high seas.

What is a resignation letter?

A resignation letter is an official and formal means by which an employee communicates his decision to leave the company. It serves as written confirmation of the employee's voluntary termination of the employment relationship.

Writing a resignation email or letter can be overwhelming. Therefore, there are a few things to consider when writing a letter of resignation. The reason for this is that termination is an important communication tool in human resources work.

Additionally, a polite letter of resignation is a good way to maintain professional relationships. It is a formal document that reflects you and your professionalism. By making it memorable, you can leave a lasting impression on your colleagues and maintain a positive bond (with the company and its employees) for years to come.

Resignation letter format

When writing a letter of resignation, there are a few requirements to consider:

1. Contact Information: Include your name, job title, phone number, and email address at the beginning of the letter.
2. Formal Greeting: Begin your letter with a formal greeting such as “Dear” or “Hello.”
3. Declaration of Resignation: Indicate the position from which you are resigning and the date on which your resignation will become effective. Name the data and the necessary information about it.
4. Acknowledgment: Thank your employer for the opportunity and describe some of the key things you enjoyed and learned at work.
5. Willingness to Assist: Mention your willingness to assist with the training and transition process up until your final appointment.
6. Polite farewell: End the letter on a positive note.

Resignation letter sample and how to write a resignation letter?

Before writing a resignation letter, find out who to contact within your organization. Then,

• Explain that you want to resign and give a reason why. Be clear and concise.
• Thank your employer for the opportunities and experiences you have gained during your job. Express your gratitude.
• Ideally, offer at least two weeks’ notice to allow for a smooth transition. Cancel in good time.
• Maintain a respectful and professional tone, regardless of the reasons for your departure. Maintain professionalism.
• Show your willingness to help with the transition and do what is needed. Proper support.

What should be included in a resignation letter?

If you are planning your resignation, it is a good idea to write a letter formalizing the details of your departure. A letter of resignation is a formal document used to notify your employer that you are leaving your job. Here are some tips to help you write a resignation letter:

• Keep it short and simple: Write in simple language and limit the body of your letter to two to three short paragraphs.
• Be clear and concise: Your letter should start with the fact that you are resigning. Inform about the last day you will work at the company.
• Maintain a positive tone: Stay professional and maintain a positive tone in your writing. It's always a good idea to thank your employer for the opportunity.
• Offer to help with the transition: Often employers will appreciate your offer to help them during the transition period. You can mention this in your letter.

What shouldn't a resignation letter contain?

Not:

• Be Negative: Refrain from expressing negative feelings or complaints about the company, coworkers, or management.
• Don't go into too much detail: keep it brief; Your resignation letter is not the place to air grievances or provide an extensive list of reasons for your departure, such as: future career steps.
• Burn bridges: Even if you leave due to dissatisfaction, you should maintain a professional and positive tone to avoid building bridges. Avoid expressing yourself disrespectfully or projecting bitterness onto others.
• Forget proofreading: A resignation letter represents your professionalism; make sure it is free of grammatical errors and typos.
• Use it as a platform: The resignation letter is not the place to negotiate terms or express dissatisfaction with your current role.

10 Best Resignation Letter Templates

1.Sample Simple Resignation Letter

Subject: Formal Notice of Withdrawal - (Your Full Name)

Dear (name of supervisor),

The following letter is a formal letter of resignation from (your job title) at (company name), effective on (your last day of work). I would like to express my sincere gratitude for the professional development opportunities at (Company Name). I am particularly grateful for (name specific things you are grateful for, such as projects, skills learned, or team support).

I am committed to ensuring a smooth transition during my remaining time here. I am happy to help train my successor and document my ongoing projects to ensure a seamless handover. Please let me know how I can best support this process.

I wish you and the company continued success in the future.

Best regards,

your signature

Your typed name.

2.General resignation letter template

Subject: Letter of Resignation - (Your Full Name)

Dear (name of supervisor),

With this letter, I am formally resigning from my position at (company name) as (your job title) with effect from (your last day of work). I have thoroughly enjoyed my time at (company name) and appreciate the opportunities that (name specific positive experiences or skills developed) have provided me. I am particularly grateful for (name specific things you are grateful for, such as projects, skills learned, or team support).

My decision to quit is based on (briefly state your reasons without judging them negatively). I look forward to (name your next step if you feel comfortable with it) and believe it will allow me to further pursue my professional goals.

I am committed to a smooth transition during my remaining time here. I am happy to train my successor, document my ongoing projects and complete all important tasks. Please let me know how I can best support this process.

I wish you and the company continued success in the future. I will always cherish the memories and valuable experiences I gained at (Company Name).

Best regards,

your signature

Your typed name.

3.Letter of resignation

Subject: Professional farewell - (your full name)Dear (supervisor's name),

It is with great regret that I inform you that I will be retiring from (company name) on the (last working day) of (your job title).

After remarkable years at (company name), I have decided to start a new chapter - retirement. It is time for me to retire from professional life and pursue (plans for retirement such as spending time with family, pursuing hobbies, etc.).

Words cannot express my immense gratitude for the incredible opportunities and experiences I have had here. I have fond memories of (name specific positive memories or achievements), and I am very grateful to you and my colleagues for the support and advice you have given me throughout my career.

I'm excited to start this new adventure, but I'm also very sad to say goodbye to such a valued team and workplace. I respect everyone at (Company Name) and will miss being part of this exceptional organization.

I am committed to ensuring a smooth transition during my remaining time here. I am happy to help with training my successor, documenting my ongoing projects and completing outstanding tasks.

Thank you again for everything. I wish you and the company continued success in the future.

Best regards,

(Your signature)

(Your typed name).

4.Letter of resignation for personal reasons

Subject: Termination - (your position) - (your full name) "Dear (supervisor's name),

With this letter I would like to inform you that I am resigning from (your job title) with effect from (last working day) at (company name). Making this decision took work. However, due to unforeseen personal circumstances beyond my control, I need to step back from my role to focus on (briefly state the reason for your resignation without being overly specific or negative).

I really enjoyed my time at (company name). I particularly appreciated (name specific things you are grateful for, such as projects, skills learned, or support from the team).

I am fully committed to ensuring a smooth transition during the remainder of my time here. I will be happy to (name specific ways you can help, e.g. training your successor, documenting projects, etc.). Please let me know how I can best support you and the team during this process.

I will always cherish the memories and valuable experiences I gained at (Company Name). I will miss working with such a talented and supportive team. I wish you and the company continued success in the future.

Best regards,

(Your signature)

(Your typed name).

5.Letter of resignation in the event of immediate short-term resignation

Subject: Letter for Immediate Resignation - (Your Full Name)

Dear (name of supervisor),

Please accept this letter as formal notice that I am resigning from my position as (your job title) at (company name) with immediate effect. I understand that this short notice is not ideal and I sincerely apologize for any inconvenience this may cause.

I am unable to comply with the usual notice period for the following reasons (please briefly explain the reason for the immediate notice without being negative). I understand that this decision requires flexibility and commitment and I apologize for the interruption.

Despite my sudden departure, I am committed to ensuring that the transition goes as smoothly as possible. I would be happy if you can help me (e.g. with training your successor, documenting projects, summarizing your ongoing tasks, etc.). Please do not hesitate to let me know how I can best support you and the team during this time.

I learned a lot during my time at (company name) and will always cherish the team and the company. Thank you for your understanding and support. I wish you and the company continued success in the future.

Best regards,

Your signature)

(Your typed name).

6.Resignation letter for a new opportunity

Subject: Letter of Resignation - (Your Full Name)

Dear (name of supervisor),

I am writing to inform you that I have accepted a new job offer and will be leaving my position as (your position) at (company name). My last day at work will be on (date).

I would like to take this opportunity to express my gratitude for the opportunities and experiences I have had while working at (company name). I learned a lot and enjoyed working with my colleagues.

I will do everything I can to ensure a smooth transition during my remaining time here. Please let me know if there is anything I can do to help you.

Thank you again for everything.

Best regards,

Your name.

7.Resignation Letter Template with Advance Notice

Subject: Formal Notice of Withdrawal - (Your Full Name)

Dear (name of supervisor),

I am writing to inform you of my decision to resign from (company name) effective (date of resignation). I realize that the transition of a new person into the role of (your position) will take time and I would like to communicate this to you as early as possible.

I would like to take this opportunity to thank you for the opportunity to work with such a great team. I have learned a lot during my time here and appreciate the support the company offers me. I am grateful for the experience and knowledge I have gained.

Please let me know how I can help with the onboarding and transition process until my final day. I am willing to help in any way to ensure a smooth transition.

Thank you again for the opportunity to work with such a great team. I wish you and the company all the best for the future.

Best regards,

(your name)

8.Resignation letter template for a job that isn't a good fit

Subject: Resignation letter - (Your position) - (Your full name)

Dear (name of supervisor),

I am writing you this email to formally inform you of my resignation from the position (job title) at (company name). My last day with the company will be (date).

During my time at (company name), I realized that the scope of the job was not what I expected, so I would like to look for other opportunities.

Thank you for the opportunities and experiences I was able to gain at (company name). I learned a lot and will always be grateful to you and your team for the support and guidance you gave me.

Please let me know if there is anything I can do to make the transition process as smooth as possible.

Best regards,

(your name)

9.Template for the declaration of withdrawal

Subject: Withdrawal of cancellation - (your full name)

Dear (name of employer),

I am writing to you to withdraw my resignation, which I submitted on (date of cancellation). After careful consideration, I decided to continue working at (company name). I apologize for any inconvenience this may cause me.

I would like to thank you for your understanding and support during this time. I look forward to continuing my work at (company name) and contributing to the success of the organization.

Please let me know if there are any further steps I need to take to complete the exit process.

Thank you for your time and attention.

Best regards,

(Your name).

10.Template for Acceptance of Withdrawal

Subject: Your withdrawal is accepted. Dear (Employee Name), I formally acknowledge and accept your resignation from (Company Name). We thank you for the contribution you made during your time with us and wish you all the best in your future endeavors.

Your last day working with us will be (date). Please let us know if there is anything we can do to make your transition smoother.

Thank you again for your service to (Company Name).

Best regards,

(your name)

(Your title).

Post-elimination scenario

The termination process may vary depending on the company's policies and the employee's position. However, here are some general steps that are typically followed:

• Acceptance of resignation: The first step is to accept the employee's resignation. The manager or HR representative should confirm the departure and indicate the employee's last day of work.
• Exit interview: An exit interview is conducted to find out the reason for the employee's departure and to receive feedback about the company's policies and work culture. This feedback can be used to improve the work environment for remaining employees.
• Handover of responsibilities: The employee should hand over his responsibilities to his colleagues or the person who takes over his role. This ensures that work is not affected by the employee's departure.
• Return of company property: The employee should return all company property such as laptop, ID card and other equipment before leaving the company.
• Settlement of contributions: Employees' contributions, such as salary, bonuses and other benefits, should be paid before they leave the company.
• Farewell: The employee should be farewelled and thanked for their contribution to the company.

last words

A letter of resignation represents a career turning point and signals your departure from a company. But who should you contact when writing a letter of resignation?

1.The main addressees: your direct superior

Traditionally, the main target audience for your letter is your direct supervisor. Since he is your closest contact, he deserves a formal notice of your impending departure.

2.Beyond the Manager: Additional Considerations

• Human Resources (HR): In larger companies, the human resources department may be responsible for the official termination procedures.
• Other key stakeholders: If you have established good relationships with colleagues, customers or management, consider informing them of your decision via email.

FAQ:

1.What is a resignation letter?

A resignation letter is a formal document that an employee presents to his employer announcing his decision to leave the company. It typically includes a thank you note, intent to resign, and last day of work, and may offer transition support. It serves as professional proof of the employee's departure.

2.What elements must be included in a termination letter?

A termination letter should contain the following sections:

• Date: Include the date at the beginning of the letter.
• Information about the recipient: Address the letter to your direct supervisor or the responsible person in the company.
• Declaration of resignation: State clearly that you are resigning from your position.
• Last working day: Enter the date of your last working day.
• Acknowledgments: Express your gratitude for the opportunities and experiences you have gained during your employment.
• Transition period: Offer to help with the transition.
• Contact Information: Provide your contact information for future correspondence.

3.Is there a standard notice period for withdrawal?

There is no generally applicable standard notice period for terminations. Notice periods vary depending on company policies, employment contracts and industry standards. As a rule, notice periods are between two weeks and one month, but you should definitely check your employment contract or company guidelines for the exact guidelines.

4.What should I not mention in a termination letter?

In a resignation letter, avoid negative comments, exaggerated personal details, emotional outbursts, blame, unprofessional language, and unrealistic offers to stay. Stay professional, positive, and focus on the nitty-gritty details of your resignation.

5.What is the subject line in a resignation letter?

The subject line of a resignation letter is a short and concise line that summarizes the purpose of the email or letter.

6.What types of subject lines are there for a resignation letter?

Here are some types of subject lines you can use:

1.Direct announcement:

• "Resignation - (Your Full Name)"
• "Resignation Notice - (Your Full Name)".

2.Emphasis on Gratitude:

• "Thankful Farewell - (Your Full Name)"
• "Grateful Resignation - (Your Full Name)"

3.Mention of position:

• "Resignation from (your position) - (your full name)"
• "Saying farewell as (your position) - (your full name)"

4.Notice period mention:

• "Withdrawal with two weeks' notice - (your full name)"
• "Cancellation with three weeks' notice - (your full name)"

IceHrm streamlines resignation processes, fostering smooth transitions. Elevate your departure with professional resignation letters.