Board of Directors Resignation Letter Samples – Templates

A board of director resignation letter is a formal letter written by a board member who wishes to resign from their position.As a board member looking to resign, you need to know how to write a resignation letter.

As a member of the board of directors, you are in a position of power where you are responsible for governance, crucial decision-making, and the proper execution of leadership. However, it would be best to keep in mind that you are still an employee and that the board position has been beneficial to you in many ways. From gaining experience to getting compensated and having new contacts, being a part of a board of directors is rewarding. Therefore, it is polite and professional for you to use a letter when you want to resign from the board position.

Whether you are leaving your job permanently or temporarily, you need to communicate your plans with the board effectively. You can write down all the relevant details and even offer help with replacing you. The best way to handle this is by formally writing a resignation letter to inform the board.

You will need to specify if the resignation is immediate or if it is after some time. This decision will depend on whether you have pending duties and responsibilities that you must accomplish before leaving. This letter is the best way to part ways with the board, and if properly written, it guarantees that the board will not reject your request.


It is crucial to write and submit a board resignation letter to the board when you want to resign from your position due to the following benefits:

  • It offers a formal way of informing the chair and president of the board of your intentions.
  • It is also an effective way of presenting your reasons for leaving your job.
  • The letter is essential as it enables you to give written notice of the day your resignation will become practical to avoid confusion.
  • It is also professional and allows the board to adjust and make changes regarding your position.


Before you write a resignation letter, it is vital to request a formal meeting with the board members and inform them about your plans. The best way to handle the meeting is to be honest about the reason for leaving and answer all questions correctly. Ensure that the time you choose for the meeting is best for every party involved, and always be polite while addressing them.

Information to Include

This letter usually follows the outline of most resignation letters. Therefore, you can write a properly formatted one with those basic steps. Here are the steps you should observe when writing this letter. First, ensure you include all the mentioned information in it.

Intent to resign

You should start by mentioning your intent to resign. Ensure that the information is clear to the recipient of your letter, who is usually the chairman of the board of directors. This will help to avoid confusion.


I am writing to inform you that I wish to resign from my board position as an executive director.

Give an end date

You should also provide an end date. This refers to the date you will be resigning from your board position. This information is essential, whether you are resigning immediately or after a while. Including the exact date of your resignation will provide the board chairman with enough notice.


My resignation will be effective on February 17, 20xx.


As a board member of a nonprofit organization, ensure that you find out the required notice period you should give when resigning from the organization’s by-laws.

Explain why you’re resigning

The following paragraph of the letter should focus on your reasons for resigning. Explain why you are resigning, but briefly. Avoid going into details since it should be as short as possible.


I am resigning from my board position due to a family emergency that I must deal with. Therefore, I have to leave my job and focus on solving the issue at hand.

Express gratitude

It would be best to express your gratitude for the chance to serve on the board of directors. Ensure that you thank the board and even wish them well as they continue their work without you. Being grateful is a polite and respectful thing that must be included regardless of your reasons for resigning from your job. Remember to show your appreciation, as you might get the chance to work with the same board members elsewhere again.


I am grateful for the chance to work alongside you and the rest of the board members.

Offer to help

You can also offer to help them with the transition process, especially if your resignation is not immediate and you have the time to do so. This can include guiding the new board member, finishing up pending projects, and any other way you can help out that will not be time-consuming for you.


I am available even after my resignation, and I am willing to help you out with any pending assignments and with the training of the new board member.


The final part of the letter is the closing section. You should use a formal and complimentary close, such as “Sincerely” or “Best regards.” Ensure you include a handwritten signature and typed name at the end of the letter.




You should have several copies of your board of directors resignation letter made and ensure that each copy has been signed by hand. Apart from giving the chairman of the board your letter, your fellow board members should also receive a copy each. It is best to hand them your letter during your meeting.

Board of Directors Resignation Letter Template and Samples

Here are templates and samples you can use as you write your resignation letter:


[Your name]
[Your full address]
[Your phone number]
[Your email address]


[Recipient’s name]
[Recipient’s title]
[Board’s name]

Dear (Chairman’s Name),

I am writing to inform you of my (mention your intent to resign) from my (mention your position). My resignation from (mention the board’s name) of (mention the name of the organization) will be effective as from (mention the end date).

Due to my (explain why you have to resign). All in all, I am (mention your gratitude and appreciation to the board). I have genuinely been able to (explain why you are grateful). If you may need help regarding (mention your offer to help), I am capable and available.

I wish you all (wish all the best in their endeavors). Please feel free to contact me at my (phone number) or (email address). Thank you.

 Best regards,



Sample Letter of Resignation 1 (Traditional Format)

Dear Mrs Rodriguez,

I am writing to inform you that I wish to resign from my position as a board member on the board of Harbor City Educational Trust, effective April 30, 20XX.

This decision is primarily driven by my recent acceptance of an academic position overseas, which presents a new direction in my career. Though this opportunity is exciting, it necessitates my departure from the board.

I would like to express my sincere gratitude for the opportunity to serve on this board. The experiences I have gained and the relationships I have built during my tenure have been invaluable. I am particularly grateful for the collaborative efforts and the shared vision that we all worked towards.

In the spirit of ensuring a smooth transition, I am more than willing to assist with any pending assignments and facilitate the onboarding of my successor. My aim is to ensure that my departure does not disrupt the board’s ongoing work.

Please let me know how I can be of help during this transition period.


[ Handwritten Signature]  

Micheal Thompson

Sample Letter of Resignation 2 (Traditional Format)

Dear Mr. Smith,

It is with a heavy heart that I submit my resignation from the board of directors of Springfield Community Foundation, effective February 17, 20XX. Due to unforeseen personal circumstances, I find myself unable to fulfill the duties and responsibilities expected of me in this role.

I am deeply grateful for the opportunity to have worked with a team of such dedicated and talented individuals. My time on the board has been both enriching and rewarding, and I will cherish the experiences and insights gained.

I am committed to ensuring a seamless transition and am available to assist in any way possible, be it through completing current projects or aiding in the introduction of a new board member.

Thank you once again for the opportunity to serve and for the support provided during my tenure. I wish the board continued success in its future endeavors.

Best regards,

[Handwritten Signature]  

Jane Doe

Sample Resignation Email (Email Format)

Subject: Resignation – Jane Doe

Dear Mr. Smith,

I hope this message finds you well. I am writing to formally announce my resignation I trust this email finds you well. I am writing to officially submit my resignation from my position as an executive director on the board of Citizens Educational Trust, effective April 30, 20XX.

The reason for my resignation is a new professional venture that I will be embarking on, which requires my full commitment and relocation. This decision was not made lightly, and I sincerely appreciate your understanding.

I am incredibly thankful for the opportunity to have served alongside you and the rest of the board. The experiences and knowledge I have gained are invaluable, and I am sincerely grateful for the support and guidance provided during my time here.

Please rest assured that I am committed to aiding in the transition process. I am available to help with pending projects and the training of the new board member as required.

Thank you once again for your understanding and support. I look forward to staying in touch, and I wish the board continued success.

Best regards,

Jane Doe

Key Takeaways

In these three resignation letters, it’s clear that they each effectively communicate a resignation professionally and respectfully.

Here’s why they would serve as useful guides for someone looking to write a similar letter:

  1. All three letters maintain a professional format, including a formal greeting, and a signature. The tone throughout is respectful and courteous, which is crucial in maintaining professional relationships after resignation.
  2. Each letter clearly states the intent to resign, along with the effective date. This clarity is important in a resignation letter, as it leaves no room for misunderstanding.
  3. The letters include expressions of gratitude for the opportunities provided during the tenure. This helps to reinforce positive relationships and shows professionalism.
  4. In all the letters, there is an offer to assist during the transition period. This gesture demonstrates responsibility and a willingness to ensure a smooth handover, which is highly professional and considerate.
  5. The letters close with well-wishes for the organization or a note of appreciation. This positive conclusion is a good practice for maintaining a positive ongoing relationship with the former employer.

These key aspects make these letters effective guides for writing a resignation letter. 

Letter Writing Tips

It would be best to have special considerations in mind as you write your resignation letter. With these tips, you will write properly and professionally.

Here are some tips that you need to consider:

  • Be professional: Ensure that you use a formal business letter format when writing your one. You will remember to include your address, contact information, and signature in this format. This way, you will remain professional even as you resign.
  • Indicate the effective date: when resigning from a board position, it’s vital to indicate when the decision will take effect. For instance, you can state that you’re leaving immediately or on a specific date.
  • Embrace professionalism: Although most board positions are unpaid, you should consider this resignation as any other formal resignation and accord it the respect it deserves. Use a business letter format. If you can also send it via email.
  • Highlight your reasons for resigning: You should briefly highlight why you’re quitting. For instance, you may be resigning due to a family emergency, sickness, lack of time, a new job, etc.
  • Offer to assist if needed: As you resign from your current board position, you should state that you’re ready to help when required. If you have some unfinished tasks, you should assist in finishing up these projects.
  • Thank the institution: use this opportunity to thank your colleagues and the institution for the chance to serve on the board. Embrace a positive tone in your letter.
  • Use proper formatting: You should adequately format your letter using the professional formatting style for formal letters. Ensure you use the appropriate font type and font size: Times New Roman, Roboto, Helvetica, or Arial in 10- and 12-point font. These font types and sizes make the letter neat and easier to read. Also, the margin around your document should be one inch all around. Finally, use the block format instead of the indented format when styling your letter.
  • Proofread and edit your letter: Since this is a professional document, ensure that you make and maintain a positive impression. After writing it, always proofread your letter and edit any grammar and spelling mistakes.


It is advisable to find a formal way of announcing your departure from your job once you want to resign in an official setting. As a board member, the best approach is to write a resignation letter. With this letter, you will be able to formally inform the chairman and other board members of your intention.
A properly written, well-formatted, and edited resignation letter is what you will need to present to the board. This should be done only after you have spoken to the board and informed them of your plans. Always focus on highlighting your plans to resign and mentioning the reasons for that decision. You can use our template and sample to write your letter.

About This Article

William Lehr
Authored by:
Human Resources Specialist, MS Office Expert
William Lehr combines a profound understanding of human resources with a certified expertise in Microsoft Office, making him a dual asset in any professional setting. With a keen insight into the intricacies of HR, William adeptly manages talent acquisition, employee relations, and organizational development. His Microsoft Office proficiency further amplifies his effectiveness, allowing him to design and implement seamless workflows, reports, and analytical tools. Whether it's optimizing HR processes or crafting efficient MS Office solutions, William's comprehensive skill set ensures that organizational objectives are met with precision and excellence.

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