How To Write a Great Resignation Letter
If you’re writing a resignation letter, then it’s likely because you have a brand new job and are moving on to pastures new – congratulations! Whatever your reasons for leaving, in order to do so you’re going to need to write a formal resignation letter to give notice to your employer that you intend to leave.
In this article, we cover why it’s important to write a formal letter of resignation and how to write a great one that helps you leave on good terms.
Do I need to give written notice?
Most of the time, unless your contract specifies, it’s not actually required to give a written resignation. However, we think it’s important and advise our candidates to write one. Here’s three great reasons to give written notice:
- If you think you may need to refer to it later, for example at a tribunal
- It’s the professional thing to do – regardless of the role or company you are leaving
- It’s an opportunity to build bridges and leave on a positive note – possibly paving the way for a future relationship.
Let’s face it – it’s always good to have things in writing – and it’s one way of concreting your notice period, which usually runs from the day after you give your notice.
How to write a resignation letter
Your resignation must be more than just “Thanks, bye” or “I quit” – that goes without saying. Equally though, it shouldn’t be a dissertation or epic novel. Your resignation letter doesn’t need to go into granular detail, it just needs to be clear and concise. Happily, there is a simple, formal outline you can follow.
Try to keep your letter to no more than one page. If you are feeling emotional or angry, it is best to wait until you have a clear head before putting pen to paper. Or at the very least, delay giving in the notice until you have the headspace to read the letter through again and make any adjustments.
What to include:
Your letter doesn’t need to go into specifics – or list all your grievances. This can reflect badly on you. If you have specific reasons for leaving, consider instead arranging a face-to-face meeting or exit interview with your employer or HR team to discuss this properly.
Be sure to sign and date the letter. Here is a brief outline of what you should include in your resignation letter:
- A statement of intent that you will be leaving your job
- The title of your official role or position
- The date of your last day (taking into account your notice period)
- Express gratitude for your employment/employer and time with the company
- Include a highlight of your time there (optional)
- Assurance that you will ensure a smooth handover to your team or replacement
- Well wishes for the future of the company
- Your contact details
If you have holiday owing – or if you wish to shorten your notice period for whatever reason – you may wish to add a sentence or two requesting this, stating the dates, reason and politely requesting if an agreement can be made.
Sample resignation letter template
Still unsure of how your resignation letter should look? Take a read through our example resignation letter below. Feel free to use this template and tweak it to suit your needs.
[NAME]
[ADDRESS]
[EMAIL]
[PHONE NUMBER]
[DATE]
Dear [INSERT MANAGER’S NAME],
Please accept this letter as formal notice of my resignation from the position of [INSERT JOB TITLE] at [INSERT COMPANY].
In accordance with my notice period, my final day will be [date of last day].
I have thoroughly enjoyed my time at [INSERT COMPANY] and I am very thankful for the opportunities you have afforded me during my time here. I know the experiences I have gained will help me as I take the next step in my career.
During the next [notice period in weeks] I will do what I can to make the transition as smooth as possible, and will support in whatever way I can with the handover of my current projects. I will of course be available to answer any questions you or team members may have regarding these projects after my departure.
Yours sincerely
[INSERT NAME]
[SIGNTAURE]
When to hand in your resignation
You should only hand in your resignation once you have had a formal and written confirmation of your offer from your new employer. You should do this as soon as possible after you receive this offer, in order to keep the recruitment process moving smoothly – after all your new employer will be keen to have you on board as soon as possible.
It’s a good idea to request a meeting with your manager or employer and give them the resignation letter in person. Although this may be daunting it is absolutely the right thing to do – and this way you can be sure that your letter has actually been read. Never just leave your letter on your employer’s desk and run away!
While you may encounter shock or frostiness from your employer, if you keep your manner professional and composed you can walk away with your head held high. Keep in mind that this is an important step in moving forward with your career and onto pastures new.
Now your resignation letter has been written, and received, it’s time to look forward to the next part of your recruitment journey and hopefully an exciting new role! We’d like to wish you lots of luck – and don’t forget your recruiter is here to support you every step of the way.