Tips on how to write a letter of resignation

Many of us have faced the reality of leaving a job.

Usually, the mental check-out occurs long before the action of handing in a letter of resignation.

On one hand, there could be better opportunities out there, forcing you to part ways with your current place of employment. On the other, it could be that the work environment is toxic and resigning is the best course of action for your personal well being.

Either way, it’s beneficial for future opportunities (and probably character development) to leave a workplace diplomatically and respectfully by writing a letter of resignation and giving enough notice.

How long before my last day should I hand in my letter of resignation?

If you’re wondering when you should hand in your letter of resignation, the standard for many companies is usually two weeks.

However, it all depends on your position within the company, how involved you are in ongoing tasks and projects, and whether your position is highly specialized or not.

If you’re on good terms and involved in multiple areas of the company, or in a high-level position of leadership, it’s best to give enough time to allow you to wrap up any important tasks before your last day. 

A courteous amount of time would be 1-2 months, again, depending on your position and current workplace situation, and could even go up to 6 months if extensive training is necessary.

Why does it seem like everyone is handing in letters of resignation?

Employment reports have been fluctuating from country to country since Covid-19. These shifts have been attributed to businesses shutting down or opening up, claiming a work-life balance, seeking out better working conditions, and finding opportunities with higher salaries.

Apart from those, there are numerous reasons that motivate people to change their job. Regardless of the apparent trends, a good practice is to understand your emotions behind the desire for a change of employment. 

Feelings such as resentment could reflect in the resignation letter you want to write, creating further friction and making the last days at your job miserable.

What do I write in a resignation letter?

If you took something positive from the experience, expressing gratitude is always a good note to leave on. If the experience was negative, keep it neutral.

Either way, there are 4 things to note when writing a letter of resignation:

1. Avoid making it personal.
This is not the place to air out any grievances or point out flaws.
2. Keep it on topic.
Save any anecdotes or lengthy letters for another time.
3. Present it in a timely manner.<//mark>
Give enough notice based on your position and involvement.
4. Keep it respectful.
This shows professionalism and may be beneficial for future career endeavors.

Two examples of resignation letters

1. Here’s an example of a straightforward, neutral resignation letter:

Dear Gina,

Please accept this as my formal resignation from my position at [company], with my last day being February 16th, 2023.

All current tasks will be handled or transferred before then.

Please let me know if you need anything from me in order to proceed with the exit process.

Thank you,
Nina

There are a few notes we can take away from this example:

Dear Gina,
As this is a formal letter, it’s appropriate to address your hiring manager or boss this way.

Please accept this as my formal resignation from my position at [company], with my last day being February 16th, 2023.
Get to the point immediately, and state your last day of work (if determined).

All current tasks will be handled or transferred before then.
Ensure that you aren’t leaving loose ends for others to clean up.

Please let me know if you need anything from me in order to proceed with the exit process.
Written to leave room for taking care of important processes.

Thank you,
Show gratitude.
Nina

2. Here’s an example of a warm resignation letter:

Dear Tina,

I’d like to formally inform you that I’m resigning from my position, with my last day being February 16th, 2023.

I have accepted a new role at [new company] starting next month.

Thank you for all your guidance. I’m grateful for everything I’ve learned here at [company], and for the connections I’ve made along the way.

I wish you success going forward, and would be glad to keep in touch.

Thank you,
Lina

There are a few notes we can take away from this example:

Dear Tina,
As in the previous example, it’s still a formal letter and appropriate to address your hiring manager or boss this way.

I’d like to formally inform you that I’m resigning from my position, with my last day being February 16th, 2023.
Get to the point immediately, and state your last day of work (if determined).

I have accepted a new role at [new company] starting next month.
It’s not necessary to disclose too many details, but it could show trust or indicate job market changes to your employer.

Thank you for all your guidance. I’m grateful for everything I’ve learned here at [company], and for the connections I’ve made along the way.
Take this opportunity to express your gratitude.

I wish you success going forward, and would be glad to keep in touch.
Wish them well and leave room for communication.

Thank you,
Lina

Why is a resignation letter important?

Of course, these examples are not the only 2 ways to write a letter of resignation. Reasons for having to write a resignation letter vary from person to person, and resignation expectations vary from company to company.

Overall, it’s important to be professional, respectful, and clear in your letter.

Focus on the positive aspects of your time at the company, express gratitude, and try to leave on a good note. A well-written letter of resignation can help maintain positive relationships with your former employer and colleagues, and make your transition to a new opportunity smoother.