Congratulations! You have decided on a career move! The reasons for a career move could be wanting to leave a toxic work culture, receiving an exciting offer letter, deciding to freelance, foraying into entrepreneurship, or just travelling the world. But irrespective of the reasons, a well-written resignation letter will ensure you leave your current company on a happy note and maintain a strong relationship with your current employer and colleagues for years to come.

To begin with, instead of sending a resignation email first, inform your manager either face-to-face or via video/audio call about your decision explaining why you want to quit your job. This will also give them plenty of time to prepare.

Once you have informed your manager, the next step is to submit your resignation letter to officiate the resignation process.

However, writing a good resignation letter could be daunting. Therefore, we have put together some useful information on how to write a resignation letter:

Tips For Writing a Resignation Letter

1. Get to the point

Your resignation letter should clearly state your intention to leave the company. At the same time, it should not look too blunt, but display courtesy and compassion.

Without any sugar-coating, you just have to mention that you have decided to resign from your position at the company. The detailed reasons for quitting the job should also be avoided in the resignation letter but, of course, you can discuss them with your manager.

2. Be grateful

Your resignation letter is the time when you should appreciate all the good things that happened to you on your work front. Show your gratitude to your employer for the opportunities you got, thank the teams you have worked with and your manager for guiding you throughout.

3. Offer help in transitioning

Once you have quit, a smooth knowledge transfer becomes your responsibility. Work upon a transition plan with the team to share detailed project handovers, documentation, etc. Also proactively, reach out to concerned personnel for the processes and formalities related to the exit. Also, if the company hires a replacement before you leave, you can offer to train this new employee.

4. Refrain from complaining

Even if you are leaving due to toxic work culture, or due to your manager, a teammate, or due to lack of opportunities at work, never include that in the resignation email or letter.

Your resignation is not the time to spread negativity but rather it demands you to exit professionally and gracefully.

Also, this letter is a formal documentation of you leaving the company and will be kept for the record. And the last thing you want someone revisiting this letter is to get bitter feelings.

5. Provide your contact information

Networking is an important aspect of professional success. So, stay in touch with your manager and peers even after you leave. Who knows they might lead you to a new door of opportunities. You can provide your contact information like your personal phone number, email address, a link to a social handle such as LinkedIn, etc.

6. Be prepared

As soon as you hand over your resignation, your manager might counteroffer through better remuneration or role. It is better to be ready for such a conversation beforehand.

What to Include in Your Resignation Letter

A resignation letter has to be formal, crisp and follow a proper format with all the necessary components, proper spacing, avoiding any grammatical and spelling mistakes. Enclose the letter in a resignation email after ensuring it contains the following information:

1. Must have’s:

Your contact information
Your manager’s contact information
Statement of resignation
Statement of gratitude
Signature

2. Good to have:

Offer to help with the transition
Expressing gratitude to specific people
Personal contact details to stay in touch

3. To be excluded:

Too much detail
Personal attacks
Anything negative in general

Resignation Letter Sample Templates

Not too long ago, it was a common sight to see staff stay 10 years at a company. People move a lot more these days, for various personal and work-related reasons. Some will find it hard to write a resignation letter, either because they've never written one before, or the subject matter could be too close for comfort.

To help candidates, HackerTrail has come up with a wide range of email templates you can use. Each formal resignation is tailored to different reasons for leaving the company, so one should come in handy whatever your situation.

Keeping the above points in mind, here’s is a resignation letter sample templates for your reference:

Resignation Letter Template 1: Personal Reasons / Family Time

Dear [Supervisor’s Name],

A good day to you. After much consideration, I am resigning as [Job Title] at [Company Name], with an effective last day on [Date]. It was a difficult decision, but I would like to prioritise my personal life and take some time off to focus on my family.

I am incredibly grateful for the opportunities that [Company Name] has provided me with, and I am proud of the work I have done during my time here. I have learned so much from the team and appreciate the support and guidance you have given me during my tenure.

Please let me know if there is anything I can do to facilitate a smooth transition for my replacement. I will work diligently to complete any outstanding projects and to ensure that my responsibilities are handed over in a timely and organised manner.

Thank you again for the amazing support and your understanding. I have appreciated the experience and will always be grateful for the knowledge and skills I gained here.

Sincerely,

[Your Name]

Resignation Letter Template 2: Better Career Opportunity

Dear [Supervisor’s Name],

I am writing to inform you that I have accepted an offer from another company and will be resigning from my position as [Job Title] at [Company Name], effective [Date]. The new job opportunity is one that I simply cannot pass up, and I believe that it is the right move for my career progression.

I would like to thank you and the entire team at [Company Name] for the support and opportunities you have provided me with over the years. I have learned a great deal and grown both personally and professionally during my time here.

I will do everything I can to ensure a smooth transition for my replacement and will work hard to complete outstanding projects. Please let me know if there is anything specific you need me to address before my last day.

Thank you again for everything, and I wish you the best.

Sincerely,

[Your Name]

Resignation Letter Template 3: Relocation

Dear [Supervisor’s Name],

I regret to inform you that I will be resigning from my position as [Job Title] at [Company Name], effective [Date]. The reason for my resignation is that my family and I will be relocating to another city due to reasons not directly related to my work.

I would like to express my gratitude to you and the team for the support and guidance during my time here. I have learned so much and am grateful for the career opportunities that you have given me.

Rest assured, I will put in my best to ensure a smooth transition for the person taking over my role, and complete any outstanding projects before my departure. Please let me know if there are any questions I can help answer.

Thank you for everything.

Sincerely,

[Your Name]

Resignation Letter Template 4: Unsatisfactory Work Environment

Dear [Supervisor’s Name],

Please accept this letter of resignation from my position as [Job Title] at [Company Name], effective [Date]. Unfortunately, due to various reasons, I have found the work environment to be unsustainable, and it is no longer possible for me to continue working here.

Nevertheless, I thank you for the opportunities and for the support and guidance you have given me during my short time here. I have learned so much and am still grateful for the work experience.

Despite my departure, I will make sure to complete any outstanding projects and ensure a smooth handover for my replacement. Do let me know if there is anything specific that you need me to handle before my last working day.

Thank you and all the best.

Sincerely,

[Your Name]

Resignation Letter Template 5: Need for Growth and Development

Dear [Supervisor’s Name],

I am writing to inform you that I have decided to resign from my position as [Job Title], effective [Date]. While I have enjoyed my time at [Company Name], I have realised that to achieve my personal and professional goals, I need to explore new opportunities that align more closely with my ambitions.

Nevertheless, I am grateful for the support and guidance that you and the team at have given during our time working together. I have learned a big deal and will always be appreciative of the experiences and opportunities that I have gained while working here.

During my notice period, I will work hard to complete my outstanding projects, and prepare the handover for my replacement. Please let me know if there is anything else that you need me to address before my last day of work.

All the best for the future.

Sincerely,

[Your Name]

Resignation Letter Template 6: Seeking a Career Change

Dear [Supervisor’s Name],

Please consider this as formal notice of my resignation as [Job Title], with my effective last day on [Date]. After careful consideration, I have decided to pursue a new career path that aligns more closely with my passions and interests. Unfortunately, I will not be able to do that here.

I would like to express gratitude for the support and opportunities given to me during the time we've worked together. I have learned so much and grown both personally and professionally during my time here.

I will do everything I can to prepare a good handover for my replacement, and likewise put in the effort to complete any outstanding projects. Let me know if there is anything else I can help with during the notice period.

Thank you again for everything.

Sincerely,

[Your Name]

Resignation Letter Template 7: Health Reasons

Dear [Supervisor’s Name],

It is with deep regret that I have to submit this letter of resignation from [Company Name], effective [Date]. The reason for my resignation is due to health reasons that require my immediate attention. As I am unable to function at full capacity, this would be unfair to the company as well as my teammates.

I would like to take this opportunity to express my sincere appreciation for the support and guidance that you and the team at [Company Name] have provided me during my tenure. I am immensely grateful for the opportunities that I have had and will always cherish the experiences and memories that I have gained while working here.

Rest assured that I will fulfil all my outstanding projects and prepare a smooth handover for my replacement. If there is anything else that I need me to address, just let me know as well.

Thank you for understanding, and I wish you all the best.

Sincerely,

[Your Name]

Conclusion: What Else to Include in a Resignation Letter?

We hope these resignation letter samples will prove useful the next time you need to leave a workplace. Always make sure to include these in your letter format as well:

Signature

Your full name and address

Date of the letter

Your contact number and email address

It might also be a good idea to let your spouse, friend, or close colleague take a quick look at your resignation letter to check if all the necessary details are included. With your supervisor or Human Resources department, keep the process as formal as possible, so that you don't burn bridges. Who knows, you may rejoin the same company again?

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Tips For Writing a Resignation Letter

1. Get to the point

2. Be grateful

3. Offer help in transitioning

4. Refrain from complaining

5. Provide your contact information

6. Be prepared

What to Include in Your Resignation Letter

1. Must have’s:

2. Good to have:

3. To be excluded:

Resignation Letter Sample Templates

Resignation Letter Template 1: Personal Reasons / Family Time

Resignation Letter Template 2: Better Career Opportunity

Resignation Letter Template 3: Relocation

Resignation Letter Template 4: Unsatisfactory Work Environment

Resignation Letter Template 5: Need for Growth and Development

Resignation Letter Template 6: Seeking a Career Change

Resignation Letter Template 7: Health Reasons

Conclusion: What Else to Include in a Resignation Letter?

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