Resignation Letter Format

Man signing typed letter
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Resignation letters don’t need to be very long – in fact, short and to the point is often best. But, they do need to convey very specific information, and do so in a way that doesn’t burn bridges. For this reason, it’s often helpful to have a template in mind when writing your letter. Knowing the right resignation letter format will help.

A Resignation Letter Must Include:

  • The fact that you’re resigning.
  • The date of your last day on the job. (Generally, it’s best to pick a day that’s at least two weeks from the date of your resignation.)
  • A general thank you to your soon-to-be former boss, for the opportunity to work at the company.

Optionally, Your Resignation Letter May Also Include:

  • A more specific thank you. For example, you might mention a useful skill you learned during your time at the company, or a project you particularly enjoyed. If you’ll miss the people you worked with, it’s always nice to say so.
  • An offer to help with the transition, for example by training your replacement.

Resignation Letters Should Never Include:

  • Anything negative. Resignation letters serve one very specific purpose: to set an end-date for your employment with the company. They may also serve to strengthen your networking connection to your soon-to-be former boss by leaving a good final impression. But they are not ever a good way to achieve emotional closure with a job. Even if you’re leaving because you hate everything about the role, and hope to never speak to your boss again after your last day, it costs you nothing to be professional.
  • Too much detail. You can provide more information about your duties, clients, and projects, if and when your boss asks for it. Don’t clutter up this particular message with extraneous details.

A Few Notes About Quitting in General:

  • Whenever possible, give at least two weeks’ notice – but don’t feel obligated to give more than that. Also, prepare for the possibility that you’ll be asked to leave immediately. It’s not common, but some employers will ask workers to leave ASAP after they resign, so make your financial plans accordingly.
  • Find out about any employee benefits to which you might be entitled, before your last day. Ask about unused sick time or vacation time, and get information about your 401(k) and any stock options that might have accrued during your tenure.
  • If you can, ask for a letter of recommendation from your former boss and/or any coworkers who might have positive things to say about your work. Now is also a good time to ask for endorsements and recommendations on LinkedIn and other social media, when you’re still fresh in your team’s mind.

Resignation Letter Format

The following resignation letter format will show you what to write in your letter of resignation. (For more information about how to send a resignation letter by email, see this article on how to write and send professional email messages.)

Your Contact Information
First Last Name
Address
City, State, ZIP Code
Phone Number
Email Address

Date

Employer Contact Information

Name
Title
Organization
Address
City, State, ZIP Code

Salutation

Dear Mr./Ms. Last Name,

First Paragraph

Your letter should say that you are resigning and state when your resignation is effective.

Middle Paragraph

The next (optional) section of your resignation letter should thank your employer for the opportunities you have had during your employment with the company.

Final Paragraph

Conclude your resignation letter (also optional) by offering to assist with the transition.

Close

Respectfully yours,

Signature

Handwritten Signature (typed letter)

Typed Signature

Sample Resignation Letter

Jane Roberts
132 Edge Park Drive
Middleburg, Massachusetts, 02100
555-123-4567
Me@Janeroberts.com

March 1, 20XX

Mr. Jason Gonzalez
Manager
ABC Corp
987 Main Street
Middleburg, Massachusetts, 02100

Dear Mr. Gonzalez,

I’m writing today to give my resignation and let you know that my last day with ABC Corp will be March 16, 20XX.

I’ve enjoyed my time here at the company immensely, and will miss working with the team. I’m so grateful to have had the chance to work with you all, and I know the skills I’ve learned over the past five years will serve me well in my new adventure.

Please let me know what I can to do to ease the transition.

I’m happy to help train my replacement, and can also provide a quick cheat sheet to the client list for anyone who’s taking over my duties on a temporary basis.

Thanks again for everything.

Best,

Jane Roberts

More About Resigning: Resignation Letter Samples |  Resignation Letter Writing Tips | Resignation Do's and Don'ts