By clicking Download, you agree to Zippia’s Privacy Policy and Terms of Use.
A letter of resignation is a formal document that an employee submits to their employer announcing their decision to leave the company. It is a professional way of notifying your superior about your intentions to resign while maintaining a positive relationship with the organization.
How to make a letter of resignation
Preparing a letter of resignation can be done in a few easy steps:
-
Start the letter by addressing your employer or manager formally.
-
Specify the purpose of the letter, that is, your intent to resign.
-
Include the date when your resignation should take effect, usually two weeks from the current date as per most companies’ policies.
-
Briefly explain the reason for your resignation without going into too much detail. Keep it professional.
-
Express your willingness to help with the transition process if possible.
-
Close the letter by thanking your employer for the opportunity and signing off with your full name.
How to use a letter of resignation template
Using a letter of resignation template can simplify the process. Here’s how to use one:
-
Choose an appropriate template that fits your situation and needs.
-
Replace the placeholder text with your personal information and specifics about your resignation.
-
Edit the template to personalize it without losing the formal tone of the letter.
-
Ensure that the letter focuses on your resignation, the reason, and the transition period. Avoid going into unnecessary details.
-
Review the letter to ensure it is free from errors and maintains a respectful and professional tone throughout.
Letter of resignation FAQ
-
Is a letter of resignation required? Yes, a letter of resignation is required when you decide to leave a job, as it allows you to officially document your exit and keep things professional. However, the requirements may vary depending on your company’s policy, and no law requires that you hand in an official letter of resignation to quit a job.
-
What should I avoid in a letter of resignation? You should avoid using negative language, criticizing the company or colleagues, or delving into personal issues in a letter of resignation. The letter should remain professional and focused on your resignation and any important associated details.
-
Should I give a reason for my resignation? No, you shouldn’t give a reason for your resignation in your letter of resignation. While it’s polite to give a reason when discussing your departure in-person, it’s not mandatory in th eletter itself. If you choose to give a reason, try to keep it succinct and positive.
-
Can I retract my resignation after submitting the letter? Yes, you can usually retract your resignation after submitting the letter if done in a timely fashion. It depends on the company’s policies and the discretion of your employer. Once a resignation letter is submitted, it’s usually final, but in some cases, retraction may be allowed provided it’s done before the resignation takes effect and the employer agrees to it.
Author
Matthew Zane is the lead editor of Zippia's How To Get A Job Guides. He is a teacher, writer, and world-traveler that wants to help people at every stage of the career life cycle. He completed his masters in American Literature from Trinity College Dublin and BA in English from the University of Connecticut.
