The thought of resigning from your job might have come across your mind at least once in your career.
And now you’ve made the decision.
Quitting your job and telling your employers that you’re leaving might feel awkward, daunting, and uneasy. But, it’s a completely normal phase that happens in the workforce.
So what’s the best way to approach this and let them know you’re moving on?
We’ll show you step-by-step how to write a resignation letter and tips for making the right approach.
Quitting Your Job the Right Way in Different Situations
The best-case scenario is to leave your job gracefully and to stay on good terms with the people you’ve worked with.
Even after you resign, there are still things they could do for you such as:
- Leaving a good reference
- Referring you to their network
- Maintain a good reputation
When quitting your job, you’re not obligated to state your reasons specifically. Here are a few more tips depending on your circumstances. First, let's take a look at an example resignation letter:
You’ve Been Employed for Several Years
This one is for those of you who are pleased with your experience over the years of your employment.
Before submitting your resignation letter, tick everything off your to-do list to make sure you leave no loose ends. So that means cleaning up your desk, completing all the tasks that won’t be carried over until the next term, etc.
This makes the transition process easier for both you and your employers.
You can also project a graceful tone of voice and let them know you’re thankful for having had the opportunity to work for them.
You’ve Had a Negative Experience
On the other hand, not everyone has a positive experience during their time of employment.
If you’re leaving because of a problem inside the company, it’s good to address this in your letter of resignation. At the very least, you’re giving them feedback to improve their work conditions in the future.
There are ways to express your disappointment or frustration professionally. Let your manager know too that you’re open to discussing these issues further if necessary.
You Just Want to Quit Your Job
Some of you might not fit into any of the 2 categories above. All you simply want to do is quit your job for your own personal reasons.
In this case, you can keep your letter short and politely notify employers of your resignation.
As mentioned, there’s no need to state your reasons. The more important factor is that you write out your letter appropriately and give them notice ahead of time so that they’re better prepared to fill the gap when you resign.
Notice of Resignation
Give at least a 2 week notice period to your employers.
It’s courteous to let them know of your resignation in advance to ease the transition. Leaving your job without any prior notice could cause a dispute and damage your reputation as a professional.
Resignation Letter With Immediate Effect
It’s possible to resign immediately but you need to have a valid reason.
Otherwise, it comes with serious consequences. One of them is damage to your reputation and potentially getting sued because of a breach in contract.
However, there are some exceptions where it’s reasonable. These instances may include:
- Life crisis
- Not being paid
- Mental health
- Harassment in the workplace
- Unethical environment
The Length of Your Resignation Letter
The length doesn’t need to cover an entire page. Keeping it as short as 2-3 paragraphs is more than enough. Unless you’d like to provide some feedback on your experiences, you can add more details in the main body of your resignation letter.
How to Write a Resignation Letter to Your Manager
1. Address Your Letter
Your resignation letter should be written formally as a professional in the workforce. Similar to a cover letter, you’ll need a header. This contains the following information:
- Full name
- Email address
- Phone number
Essentially, it’s your main background information including your contact details.
2. Make a Statement of Resignation in the Opening Paragraph
The first line to start the letter is an opening salutation to greet your manager such as:
- Dear Mr. Jones
- Dear Ms. Wanderwald
- Dear Sir/Madam
After you’ve addressed the person you’re writing to, start by setting the agenda. That means stating what this letter is and what you’re notifying your employer about.
Here are a few examples:
- It is with regret that I’m informing you of my resignation from…
- Please accept this letter as my formal resignation from <company>...
The purpose of the first sentence or paragraph is to inform them of your resignation. This doesn’t need to include too many details aside from that. But if you’d like to add more, then you could mention why you’ve come to this conclusion.
3. Inform Them of Your Last Day of Work
The main body is where you talk about your experiences and inform them of the date you’re officially leaving.
Here are a few examples:
- My last day of work will be at <date>
- As per the contract, the date of resignation will be on <date>
In this paragraph, you can also show your appreciation for the positive experiences you’ve had during your time of employment. This way, it shows that you’re grateful for the skills gained and developed, in addition to how you’ve grown as a professional.
4. Express How You Feel
State how you feel about the time you’ve spent with them as an employee. If you’re grateful, mention it. If you’re disappointed, mention it and explain your reasons.
In your resignation letter, you also have the opportunity to give your manager feedback about your experience for future candidates. However, make sure you’re maintaining formality as you express yourself.
5. Include the Next Steps
Make the next steps clear before signing off.
It’s good to include a gesture that you’re open to further assistance if necessary. Offer your best wishes and let them know if there’s anything you can do to make the transition smoother when you resign.
6. Closing Salutation
Finish your resignation letter with a closing salutation followed by your signature underneath. Here are a few examples:
- Yours sincerely
- With gratitude
Create a Resignation Letter Today
Alternatively, you can skip the entire process and auto-generate a full resignation letter using Rezi’s AI writer.
- Contemplating what to say
- Deciding how to phrase your sentences
- Thinking about how to stay on good terms
Rezi will do the heavy lifting by writing your resignation letter for you. It’s easy to create and you can simply take inspiration from what’s written so that it fits best into your own situation.
Best of all, it’s free for all Rezi accounts.
Pursue Your Dream Career
Life’s too short to be living for the weekend.
If you’re unhappy with your current job and you find that your happiness has been declining, one of the best decisions you can make is to move on. Or if you want to switch career paths, we’re here to help both ways.
There’s bound to be another fruitful opportunity that’s waiting for you on the other side.
Good luck with your future endeavors! Hopefully, this guide has given you the insight you’ve been looking for.