How to write a resignation letter: template download

3 min | David Brown | Report | Resigning

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When it comes to resigning from your job, it’s natural to feel a mix of emotions. Whether you’re excited about your new role or nervous about the transition, crafting a well-written resignation letter is crucial. Here’s why: 

  • Professionalism: A formal resignation letter demonstrates your professionalism and respect for the company. It sets the tone for your notice period and ensures a smooth departure. 
  • Positive closure: By expressing gratitude and maintaining a positive tone, you leave a lasting impression. If you plan to ask your current manager for a reference, a well-crafted resignation letter can help. 
  • Reference request: If you want your manager to serve as a reference in the future, this letter provides an opportunity to leave on good terms.

What is a resignation letter?

Once you’ve accepted a new job offer and signed the contract, it’s essential to inform your current manager of your intention to leave.  

Download the template here

Here’s what you need to know about communicating your resignation in writing: 

  • Formal communication: After verbally discussing your departure with your manager, follow up with a written resignation. You can either include it in the body of an email or attach a formal letter. 
  • Key details: Your resignation letter should clearly state the date you want your notice period to begin and your last day of employment. 
  • Professional structure: Even if you’re used to informal communication, remember that your resignation letter will be kept on file by HR. Therefore, structure it professionally.

Why it’s important to write a resignation letter?

A resignation letter serves as formal evidence of your departure from your current job. From your perspective, this letter allows you to specify the effective date of your resignation, the required notice period, and your intended last day at work. By doing so, you ensure clarity regarding your exit for your employer. Remember to keep a copy of your resignation letter for your personal records.

Additionally, expressing gratitude is essential. Thank your employer for the position you’ve held and the opportunities provided. Acknowledge what you’ve learned and appreciate their personal support.

If you’re considering writing a resignation letter, I recommend downloading a well-structured template to guide you. These templates ensure that you cover all necessary points and maintain a professional tone.

About this author

David Brown
Americas President, Chief Executive Officer USA

David, a 21-year veteran of the staffing business, has been in charge of overseeing all US operations for Hays since 2018. Prior to leading Hays US, David held a number of positions in sales, sales management, and senior management. With his wife and three children, David resides in Atlanta and actively supports a number of regional non-profit organizations.

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