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If you’re wondering how to resign from a job, the best first step is to have a verbal conversation with your manager notifying them of your intention to resign, and that you will be sending in your letter. This can be an opportunity to provide any detail that doesn’t belong in your letter if you should so choose.
In addition, if you need to negotiate or discuss anything such as the length of your notice period, this conversation will give you the opportunity to come to an agreement before putting the details in writing.
It can be hard to know how to best go about writing a resignation letter, but doing so correctly is a crucial step to resigning gracefully. From structure and tone to how much detail you should include, here is an outline of how to write a resignation letter.
The two most important things to include when you write a letter of resignation are your statement of resignation and the date of your final day. Your statement of resignation can simply say that you are formally notifying your line manager of your resignation from your role at the company.
Secondly, it’s important to avoid any confusion around when your last day is. Check your employment contract for your notice period, count forwards to identify the correct date for your last day, and clearly state this date.
It’s possible that your notice period may end up being shorter or longer than that listed in your contract. This could be for many reasons, such as the starting date in your next role, or agreeing
to a request from your employer to stay longer and assist with the transition. If your notice period is adjusted from your contractual length, ensure to put it in writing, either in your letter or in a follow-up email. This will avoid any possibility of confusion about when you will be finishing up.
It is courteous to include a comment of thanks to your employer. Thank them for the opportunities and support provided during your time at the organization. If there is something in particular you would like to thank your manager for, then briefly do so. You are not required to include a statement of thanks, but it is a recommended thing to include as part of a graceful resignation.
We suggest that you add a sentence offering to assist in the handover of your tasks to your replacement. You don’t need to go into detail here, as this is something that you will most likely discuss with your manager in person. This is an optional part of a resignation letter, but it is a great way to show your manager that you intend to leave on good terms. Remember, you may need your manager for a reference in the future.
Finish by signing off your letter with your full name. As this is a formal letter, it can be a good idea to include your contact details in the footer (or header) of your letter.
The above are the most common points to include in a letter of resignation. Depending on the nature of your work, you may be required to include additional information. Have a thorough read of your employment contract before writing your letter and ensure that you have identified any additional points that need adding.
There are some things that shouldn’t be said in a resignation letter. These topics may either be better suited to a face-to-face discussion, your exit interview, or even just for conversations at home. When considering how to write a resignation letter, keep these in mind.
You are not required by law to give a reason for your resignation, and it is usually a good idea to avoid this topic altogether in your letter. If you have found a new role, this is something that you can choose to verbally disclose in conversation with your manager.
If you have found a new role, do not disclose the details of this in your resignation letter. You can choose to let your manager know about your new role in person, but this isn’t something that you should be including in your letter.
It’s important to leave a job on good terms where possible, and your resignation letter is not the place to be airing grievances. If you have constructive feedback to provide your employer with, this is something that can be discussed in your exit interview. If you have frustrations that you feel need venting, avoid doing so in the workplace. Letting out your emotions is what friends and family are for!
As a starting point, we’ve outlined an example resignation letter below. Most resignation letters these days are handed in digitally. If you are handing your resignation letter in physically, it is a good idea to sign the bottom of the letter.
Date
Dear [manager’s name],
I am writing this letter to formally notify you of my resignation as [role title] at [company name], effective [date of sending]. In accordance with my employment contract, my last day of work will be [date of last day].
I would like to take this opportunity to thank you for the support and opportunities provided to me in my time at [company name].
Please let me know how I can help ensure a smooth transition over the next [notice period length].
Kind Regards,
Your full name
Your contact details
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