A professional letter of resignation serves multiple goals. Firstly, it serves as an official document that notifies that you're quitting. However much you dislike your job, saying "I quit" to your boss is not enough - you still have to send a letter.
Secondly, a resignation letter also has details of your departure, such as duration of your employment, reason for leaving, and which day will be your last. The company will also use it for reporting.
Last but not least, sending a well-written resignation letter helps maintain professional relationships with a company and quit on a positive note, leaving a good impression. You might need future references from the company or want to work for them again, so it is always best to quit gracefully and politely.
No matter your reason for quitting, our AI resignation letter generator can create a professional letter for you in a few clicks, saving you time and energy for a new job.
How do you write a formal resignation letter?
A strong resignation letter follows a certain structure and uses a positive tone, focusing on the gratitude and the details of your transition. Here are some tips from our experts to write a good resignation letter.
Resignation letter structure
As a formal document, your resignation letter has to follow a specific structure. Here are the essential elements to include:
- Formal salutation. Address your boss or hiring manager by name to personalize your message.
- Background information. Your name, contact details, company name and date.
- Resignation statement. Clearly outline your intention to resign, including the formal reason for quitting the job (such as personal reasons, new job, career change, etc.). If it's not comfortable for you to share the reason, leave it out.
- Date of resignation. Include the resignation date and ensure that it aligns with the pre-agreed notice period.
- Expression of gratitude. Even if you didn't get along well with your boss or the job wasn't fulfilling, try and find the right words to thank the company for the opportunity to work with them.
- Offer help with transition. Offering to help train your replacement or find a new person is optional. Yet, it is a nice gesture from you. Mention any tasks and projects you will complete before the departure date.
- Professional closing. Thank your employer for their understanding, and sign off the letter with "Sincerely" or "Best regards" and your name.
Avoid being negative
When leaving the previous job, keep your resignation letter positive. Avoid badmouthing your team or supervisor, complaining about the salary, or anything like that. Try to focus on the positive things you experienced while working with a company. Plus, being grateful and positive will go you a long way if you need references from a previous employer someday.
Leave personal details out
While you can mention the reason for quitting, don't go too much into detail. No need to describe the family problems or health issues you're encountering. Briefly mention the reason and leave the job gracefully.
Edit and proofread before submitting
Review the letter before sending it to ensure it's error-free and each word makes sense. Nothing destroys a professional impression faster than typos here and there and poor grammar. Ensure the accuracy and strong writing to leave a lasting impression as you quit.
A well-written resignation letter will help you maintain a professional impression and benefit future references. If you're feeling stuck, take advantage of our AI resignation letter generator to prepare your letter in seconds. Our AI tool uses the advanced algorithm, meaning that your letter will be concise, polished and have a professional structure.
Resignation letter example
Here's an example of a good resignation letter:
[Your Name]
[Home Address]
[Phone Number]
[Your Email]
[Date]
[Manager's Name]
[Manager's Title]
[Company Name]
[Company Address]
Dear [Manager's Name],
Please accept this letter as formal notification that I am resigning from my position as a Senior Digital Marketer with XYZ Solutions, effective May 12.
I have accepted a new opportunity that will allow me to further develop my skills and advance my career in digital marketing and e-commerce. I am in the process of preparing customer analytics and will have finished it before my last day.
I want to thank you and XYZ Solutions for the opportunities and experiences I have gained during my time here. I have truly valued my time working with the team and appreciate the support and guidance I have received. I am happy to assist in training my replacement and completing any outstanding tasks before my last day.
I wish you and XYZ Solutions all the best for the future.
Sincerely,
[Your Name]
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How and when to submit your resignation letter?
Not sure how to send your letter of resignation? Here are the best practices to follow:
- Submit your resignation letter two weeks before your last day. Giving a two weeks' notice is a common standard. Yet, depending on circumstances, you can give a notice sooner or even write a resignation letter effective immediately.
- Provide adequate notice. Explain your reason for leaving and thank the company to maintain professional relationships, as suggested above.
- Submit both a printed letter with your signature and an email copy.
- Help smooth transition. Organize your desk, take care of the resignation-related matters, and complete any tasks in progress.