Updated September 11, 2023
Or use ContractsCounsel to hire an attorney!
A Board Resignation Letter is a notice directed to a board or a director announcing an individual’s intention to resign. This letter should be formal, gracious, and clear in laying out a path forward for the organization. Depending on the circumstances, the resignation could be for immediate dismissal or for a specified time period. If there are any outstanding duties or liabilities on the resigning board member, the board may not approve their resignation until a later time.
Sample Template: PDF, MS Word, OpenDocument
Table of Contents |
How to Resign from a Board (of Directors) (4 steps)
- Request a Formal Meeting
- Write the Resignation Letter
- Give Copies of the Resignation Letter
- Offer Assistance with the Transition
1. Request a Formal Meeting
It is always best and professional to announce resignation in person. Pick a mutually-convenient time to meet with the board and approach the subject in a polite and genuine manner. Anticipate questions from the other board members and it’s always best to answer truthfully and honestly about the reasons for leaving.
2. Write the Resignation Letter
Download: PDF, MS Word, OpenDocument
It’s best to submit this letter in conjunction with the announcement so that there will not be any confusion about the details of the departure. Resignation decisions are sometimes met with resistance and members may try to compel reconsideration. Having the decision set in writing can help to make sure that everything goes according to the plan.
4. Offer Assistance with the Transition
It’s always in the best interest of all parties to offer help in the transition from leaving the board. Especially for active board members, there may be a couple of weeks in order to get the new member up-to-speed with the day-to-day activities of the organization.
How to Write (Format)
You can format this particular letter as you would a typical resignation form. Begin with a header to specify the current date as well as your contact information. Next, the body paragraphs will let the individual know when your resignation is effective, and it will relay any thoughts related to the reason behind your resignation; remember to keep the tone positive and professional. Lastly, a brief conclusion will allow you to summarize the letter.
Header
As stated above, the header contains your contact information, the date, and the contact information of the individual to whom the letter is addressed. Review our example below to see how the header should be formatted.
Example Header
Stan Johnson
55 Mark St.
Ithaca, NY 14853August 1, 2017
Roger Smith
Director
Center for Kids Ltd.
99 Church St. W.
Ithaca, NY 14855Dear Mr. Smith,
Body
Start the body of your letter off by informing the individual of your intention to resign and your specific resignation date if not effective immediately. Following that, feel free to include any information which will illustrate your logic for resigning.
Example Body
I am writing this letter to inform you of my decision to resign as a Board member of Center for Kids Ltd., effective immediately.
While serving as a member of the board, I have seen much growth in the company and I am truly satisfied with the progress we have made. I feel that my contribution has met its limit and that it would be beneficial to the organization if I were to step down. In doing so, I will be able to spend more time with my family and further build my home business.
Conclusion
The conclusion should leave the individual with an overall sense of positivity. As you’ll see in the example below, a simple word of thanks and a professional valediction will be sufficient.
Example Conclusion
Thank you for giving me the opportunity to be part of such a strong and dedicated team. I look forward to hearing of the continued success of Center for Kids Ltd.
Sincerely,
Stan Johnson
Delivering the Letter
If you decide to deliver the letter by email, feel free to leave out the contact details in the header. Otherwise, have the letter sent by mail or hand delivered for a more personal impact.
Sample 1
123 Yellow St.
Beach Town, NY 10013May 1, 2017Mark Belleville
Chairman
Construction Group Inc.
321 Fenton Pl.
Beach Town, NY 10013
Dear Mr. Belleville,
I regret to inform you that I will be resigning as Board Member of Construction Group Inc. I will be able to continue serving until the end of our fiscal year, or until a replacement has been found.
The reason behind my resignation is that I have been offered a job opportunity in Capital City which will require my family to relocate. I am happy with how the company has progressed thus far and I’m sure that my replacement will be able to contribute to the continued growth of the organization.
The position I’ve held on the Board for the past three years has taught me more than I could have hoped. Thank you for allowing me the opportunity to gain insight into the industry and for the guidance which has lead me to become a stronger leader.
I look forward to watching the company continue to progress in the years to come.
Yours Sincerely,
Ellen Donaldson
Sample 2
987 Cooper St.
Beverly Hills, CA 90210September 1, 2017Colleen Shute
Director
Mark & Mark Financial
555 Glasgow Pl.
Beverly Hills, CA 90210
Dear Ms. Shute,
It has been an honor to work alongside you on the Mark & Mark Financial Board of Directors. You have been more than a capable leader and I have learned much about the decision making that goes into running a successful company. However, I feel that it would be best if I resigned from my position on the Board, effective October 1, 2017.
My commitments have become increasingly time-consuming and, over the past year, it has been difficult for me to manage many aspects of my personal life. I want you to know that my departure is not directly related to any specific person on the Board, but simply due to my need to make my extremely strenuous schedule slightly less demanding.
With my remaining time on the Board, I would be happy to assist in the effort of finding a replacement and training said replacement so that they are fully prepared come the time of my resignation. Please contact me with any questions or comments in that regard.
Thank you for the opportunity and give my regards to the other members.
Best wishes,
Rick Yorkdale
Sample 3
12 Simpson St.
Leicester, MA 01524October 1, 2017Cindy Kennedy
Chairman of the Board
Cut Co Inc.
5555 Stuart Ave.
Leicester, MA 01524
Dear Mrs. Kennedy,
This letter is meant to serve as an official notice of my resignation from my position on the Board of Cut Co Inc., effective immediately.
I feel that I lack the commitment and devotion necessary to run a company of this caliber. I believe that stepping down from my position will allow someone with a stronger passion for the industry to excel where I have failed. While I wish my time with Cut Co Inc. was more prosperous, I remain proud of the progress that we have made.
If you would like assistance in finding a suitable candidate to fill my position, feel free to contact me anytime.
Sincerely,
Trenton Fischer