No matter the reason you’ve decided to leave your current job, you’ll want to create a professional resignation letter. Knowing what to include in your letter, as well as what to avoid, can help ensure a smooth transition for you and your employer.In this article, we discuss what to include in a professional resignation letter and we share examples of resignation letters you can use for reference.
Resignation letter example
June 15, 2024Dear Patrick Smith,This letter is to notify you that I am resigning my position as financial analyst, effective June 30.The past two years have been an amazing experience. I appreciate the opportunities you’ve given me to learn and grow, and I value all of the professional relationships I’ve developed here. I hope to stay in touch.I’m currently in the process of finalizing our department’s quarterly revenue report and will have that finished before my last day. Our bi-annual status report will be due after my departure but I will leave detailed notes and instructions, as well as a template.Please let me know if there’s anything I can do to help during the transition period. I can be reached at MannyG@email.com. I wish you and the company the best.Sincerely,
Manny George
What to include in a resignation letter
A professional letter of resignation will set the right tone for your departure when you leave a job. Here’s what to include in your resignation letter:
1. A salutation
You can use a general salutation for business letters, such as the person’s first and last name (“Dear Jane Smith”). If you’re familiar with the person receiving the letter, you can also just use their first name (“Dear Jane”).
2. Your intention and departure date
The body of your resignation letter should clearly state your intention to resign and the date of your future departure. While two weeks’ notice is standard, depending on your circumstances, you could leave your job immediately or offer more notice.You can also include information about anything you need to complete before you leave the company, such as outstanding projects.
| Example: I’m writing to inform you of my decision to resign from my position as a park ranger with the National Park Service, effective May 1st. |
3. Your reason(s) for leaving
While you should provide your employer with a clear reason in your resignation letter that explains why you’re leaving, you don’t need to go into personal details. Keep the tone civil and professional.
4. A thank you
Stating your gratitude for your company can set a positive tone for the remaining time you’ll spend at the organization and help ensure a good working relationship after your departure.
| Example: I’m incredibly grateful for the opportunity I’ve had these past two years working closely with you and your staff. It’s been a wonderful experience and I’ve learned so much. |
5. An offer to assist in the transition
Here, you may want to offer your employer any help that could make the transition to a new hire more seamless. You don’t need to mention specific actions. A simple offer of assistance is enough.
| Example: Please let me know how I can be of help in finding and/or training my replacement. |
6. Your contact information
If you didn’t already include your contact information at the top or within the body of your resignation letter, do so after your signature so that your employer can easily reach you if necessary.
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What not to include in your letter
Learning what to include in your resignation letter will also help you understand what not to include. Here are the top things to avoid:
Avoid offering too much detail
It’s best to avoid including a lengthy explanation as to why you’ve decided to leave your position. A simple, professional reason is enough. Also, giving too much detail can make it harder for your employer to find pertinent information, such as your last date of employment.
Avoid giving vague details
Be specific as to your last day of employment, and make sure to give enough details about any remaining work on your plate. You want to make this transition as easy as possible for your employer.
Avoid making negative comments
Just as it’s important to maintain a civil and professional tone and to add a thank you to your resignation letter, you want to avoid any negative remarks—about your job, your team, or anything. The purpose of the resignation letter is to leave your job on the best terms, and anything that’s counter to this should be left out of your letter.
Source – https://www.indeed.com/career-advice/career-development/resignation-letter-example