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Job Resignation Letter Template – with Samples

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A Standard Job Resignation Letter is a formal written notice of an employee’s intention to depart from a job. Usually addressed to a supervisor or other HR member, it provides key details about the departure, and sets the transition process in motion.

Table of Contents

What to Include

The resignation letter should include:

  • The intended date of departure
  • Any provisions for the transition (as relevant)

Though the final date of work is a ‘must’ for this letter, other details are optional. Optionally, the employee might suggest a plan for the final work weeks, provide some background on the decision to leave, or offer well-wishes to colleagues. These extras can help to soften the blow when delivering news of departure.

How to Resign from a Standard Job

1. Inform your boss

Schedule a time for a face-to-face conversation with your boss. It’s generally better to deliver news of departure in person. Expect the unexpected in this meeting. Though most managers are supportive, some may push back, make counter offers, or otherwise try to dissuade.

2. Resignation and Departure

Be specific about the departure timeline. Two weeks notice is standard in most industries; try to avoid shorter notice, which can sour professional relationships and leave colleagues in a bind.

3. Sign and deliver resignation letter

Bring the resignation letter along to the face-to-face meeting. Remember to sign it by hand and keep a copy for personal records. Make sure to stick to its terms. If any changes are made to departure plans, then the letter should be revised and resubmitted.

4. Leave on good terms

Though a departure might feel final, you never know when you may cross paths again with past colleagues. Try to avoid burning bridges. Though nobody should feel guilty about resigning from a job, it is often worth pitching in to ease the transition if it results in happier coworkers and an intact professional network.

How to Write (Format)

In your job resignation letter, you must clearly state your intention to resign and what your final day of work. You should make your letter professional, both in the writing and in the format. Use a formal letterhead, a formal salutation and sign off, and employ a positive tone. It is not necessary to explain why you are giving notice of your resignation. Instead, express gratitude towards your employer. Keep in mind that your resignation letter may be kept on record and that it can increase the chances of your boss writing you a reference letter in the future.

Formal Letterhead

The letterhead that you will put at the top of your page will include your name and personal contact information, followed by the date. Directly below this, add the name, position and company address of your employer.

Example Letterhead

Ethan Webber
4551 Canon St.
Little Rock, AR 72201
(555) 555-5555

April 21, 2017

Mrs. Ellen Zhenko
Senior Administrator
MuleTech Communications
61 Lyle Place
Little Rock, AR 72217

Salutation/Introduction

Begin your letter with a formal salutation and an introductory paragraph or sentence. In your introduction, state that you are resigning and what your planned resignation date will be.

Example Introduction

Dear Mrs. Ellen Zhenko,

Please accept this letter as a formal notice of my resignation from my position as Customer Service Operator. My resignation will be effective as of May 5th, 2017. I apologize for any inconvenience that this may cause.

Body Paragraph(s)

The body of your letter is where you have the opportunity to express what you appreciated about your job and your employer. Try to be as positive and complimentary as you can. You can offer to help train your replacement and explain how you will facilitate the transition. If you are leaving your job due to a disagreement or a similar personal issue, do not describe this in your letter. Keep your letter professional.

Example Body

I am grateful for all of the growth and connections that this job has awarded me. The client relationships that are fostered at MuleTech are something that I always admired and will surely miss. In the four years that I have been working here, I have developed many important professional contacts.

I extend my thanks to you and your amazing group of managers for helping me to become a truly effective communicator and problem-solver.

Should you require my assistance with the training of my replacement over the next two weeks, I would be more than happy to help.

Conclusion

Your letter should end with a concluding sentence or paragraph, a formal sign off, your signature, and your typed name. You should also give your employer your preferred method of contact, so that they can get in touch with you if they need to.

Example Conclusion

You can reach me by phone, or at my personal email address (ewebber@email.com).

Thank you for your time.

Sincerely,

Ethan Webber

Sample 1

Chelsea Main
65 East Boulevard
Cleveland, Ohio 44101

June 4th, 2017

Mr. Michael Edwards
Owner & Manager
Bull Whip Restaurant
1206 Harold Ave
Cleveland, Ohio 44121

Dear Mr. Edwards,

I am writing this letter to give you official notice that I will be leaving my position as Floor Manager at Bull Whip Restaurant, effective as of June 18th, 2017.

It has been a great pleasure to work at Bull Whip this past year and it is only after careful consideration that I have made this decision. I would like to thank you, as I have learned a great deal from the high standards that you hold your business and employees to. By being a part of a team that operates in such a high stakes environment, my management and problem-solving skills improved drastically.

If you need any assistance finding and training a replacement, I would be happy to help in any way that I can during the next two weeks.

Thank you again for everything that I have gained while managing your front-of-house team. I have made memories that will last a lifetime. Feel free to contact me at my personal email address or by phone.

Sincere Regards,

Chelsea Main
(555) 555-2222

Sample 2

Johnathan Fouquet
120 Haverd Blvd. #2
Aberdeen, SD 57402
(555) 555-3333

April 4th, 2017

Mr. Anthony Prince
CEO
Prince & Sons, Inc.
1010 Dylan Rd.
Aberdeen, SD 57402

Dear Mr. Prince,

Please accept this letter as my formal resignation from my current position as Staff Accountant at Prince & Sons. The last day that I will be able to come to work will be April 25th. I assure you that I have carefully weighed this decision and I apologize for any inconvenience that my resignation might cause.

My co-workers and immediate supervisors have been made aware of my resignation. We will be working together to make this transition as smooth as possible over the next three weeks.

I appreciate the many opportunities that working at Prince & Sons has offered me and I hold you in the highest respect. Thank you for giving me the chance to work with you.

If you have any questions or comments, you may reach me by mail or telephone using the contact provided above.

Sincere Regards,

Johnathan Fouquet
Accountant

Sample 3

Florence Trinity
609 Baltimore Ave.
Beverly Hills, CA 90210
(555) 555-1111

January 2nd, 2017

Ms. Saleema Barak
Senior Supervisor
Tideaway Warehouse
420 Kingston Pl.
Little Rock, AR 72217

Dear Ms. Saleema Barak,

It is with great regret that I must inform you that I will be quitting my position as Forklift Operator at Tideway Warehouse, effective January 16th.

I have gained many skills and made many friends while working here. It has been a truly valuable work experience. Thank you for everything.

If you need to reach me, please call or text me at (555) 555-1111.

Yours Sincerely,

Florence Trinity


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