A Resignation Letter is defined as a letter written by an employee to officially inform his or her employer that they will be terminating their employment with the organization.
Such a letter, once submitted, becomes an official record of the employee’s decision to quit employment with a company at the specified date and for the specified reasons. By issuing this letter, an employee can retain a positive relationship with their employer. Positive relationships are crucial for networking in any professional field and can motivate the employer to refer and recommend the employee to other companies. Through a resignation letter, employees help their employer simplify the communication of their departure to various departments within an organization.
The letter should be submitted well in advance to give the employer enough time to plan for the departure. One should check the company policies stipulated in the employment contract. If the contract does not spell out the notice period, then a notice of a minimum of two (2) weeks is advocated. A physical copy can be handed to the employer after verbally informing them of the decision to quit. However, under certain circumstances, such as remote employees, the letter can be sent via email.
Basic Resignation Duration
Such a letter can be sent on notice for the following several weeks:
1 Weeks’ Notice Resignation Letter Template
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2 Weeks’ Notice Resignation Letter Template
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4 Weeks’ Notice Resignation Letter Template
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Resignation Letter Templates
Resignation letters can be categorized depending on the length of advance notice and the reasons for resignation. The following are examples of the different types of letters employees should be aware of.
Basic resignation letters
It is the first category of resignation letters. This category of letters is divided as follows:
Two Weeks’ Notice Resignation Letter Sample
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Basic Resignation Letter Sample
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Formal Resignation Letter Sample
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New Job Resignation Letter Sample
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Personal Reasons Resignation Letter Sample
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General Resignation Letter Sample
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General Resignation Email Sample
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Short notice letters
In some cases, an employee might be required to resign without significant time to alert their employers. This results in them having to craft a short-notice resignation letter. Under this category, the following types of letters can be found.
24 Hours Notice Resignation Letter Template
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Advanced Notice Resignation Letter Template
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Immediate Resignation Letter Template
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Intent to Resign Letter Template
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No Notice Resignation Letter Template
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Short Notice Resignation Letter Template
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To pursue other opportunities
Resignation can come about due to the availability of better opportunities in another organization. Regardless of the opportunity, employees should opt to craft a letter to their employers.
Some of the opportunities that result in resignation are:
Better Benefits Resignation Letter Template
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Career Change Resignation Letter Template
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Career Growth Resignation Letter Template 01
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Career Growth Resignation Letter Template 02
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Dream Job Offer Resignation Letter Template
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Not a Good Fit Resignation Letter Template
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Growth Opportunities Lack Resignation Letter Template
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Promotion Reasons Resignation Letter Template
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Relocation Resignation Letter Template
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Return to School Resignation Letter Template
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Travelling Resignation Letter Template
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Volunteer Resignation Letter Template
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For family and medical reasons
Resignation can sometimes be based on family and/or medical reasons—personal reasons.
Examples of such reasons include:
After Maternity Leave Resignation Letter Template
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Family Reasons Resignation Letter Template
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Health Reasons Resignation Letter Template
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Maternity Leave Resignation Letter Template
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Pregnancy Resignation Letter Template
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At Home Parent Resignation Letter Template
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Marriage Resignation Letter Template
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Company Change Resignation Letter Template
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Schedule Conflict Resignation Letter Template
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Board Resignation Letter Template
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To resign from short-term positions
Short-term employees can also resign from their assigned duties in an organization. A letter of resignation can also be used in such cases, as it illustrates professionalism.
Types of letters under this category include:
New Job Resignation Letter Sample
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Internship Resignation Letter Sample
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Part Time Job Resignation Letter Sample
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Temporary Job Resignation Letter Sample
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Retirement Resignation Letter Sample
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To resign with grace
Resignation should be done respectfully and leave a positive impression on the former employer and colleagues. Any professional relationships formed in an organization are worth keeping.
Client Notification Resignation Letter Sample
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Heartfelt Resignation Letter Sample
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Gratitude Resignation Letter Sample
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Thank you Resignation Letter Sample
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Reasoned Resignation Letter Sample
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Independent Contractor Resignation Letter Sample
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Regret Resignation Letter Sample
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To resign from specific positions
Resignation letter templates can be categorized based on the positions or type of job one is retiring from. The following are just examples of different types of specific positions where a letter of resignation might be necessary.
Nurse Resignation Letter Sample
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Professional Resignation Letter Sample
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Teacher Resignation Letter Sample
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How to Write a Resignation Letter
Writing a resignation is a procedural process, regardless of whether one uses a template or crafts the letter from scratch. Remember, the letter is an official record of the company and should therefore be written as such. The guide provided below in this article is worth looking into in order to come up with a polished letter of resignation.
The first item on templates is the header at the top of the page. The header contains the following details. This section adopts a business letter format to highlight the sender and the recipient’s information.
Date
Indicate the date when the letter was created. The date should clearly show the day, month, and year.
Your contact information
Next, provide your contact details, such as your name and mailing address. Ensure to use contact information as it appears in the company records. Add an email or phone number if necessary.
Addressee’s details
Then indicate the employer (recipient). This section can address the direct supervisor, manager, or HR. However, provide the address of the organization.
EXAMPLE
20 June 2021
Jack Hughes,
Assistant manager,
23rd Lexington Drive,
Long Island, CA 1234
Millicent Odell,
Manager,
Stivon Manufacturers Ltd,
Lily Avenue,
Chelsea, NC 1234
Section 2: Introduction
The second part is the letter’s introduction. The introduction comprises several items.
They include:
Salutation/greeting
A formal salutation should be used. If the resignation letter is addressed to a specific person, opt for a salutation such as the “Dear/Hello [First name]” format.
Intent to resign
State that you will be resigning from a specified position. Do not be ambiguous. Go straight to the point.
Include your last day of work
Close off the introduction by indicating the expected last day of employment. Clarity is essential when outlining dates; therefore, state the exact day, month, and year.
EXAMPLE
Dear Mrs. Odell,
Re: Intent To Resign
I’ve written this letter as the official communication of my intent to resign from the position of Assistant Manager at Stivon Manufactures Ltd. I intend to withdraw from my official duties as of July 1, 2021.
Section 3: Body
The next item on the resignation letter template is the body of the letter. Several elements characterize the body of this letter.
They include:
Reasons for leaving
Explain your resignation’s reason Sometimes there might be more than one; list the factual reason why resignation was the most preferred resolution.
A statement of gratitude
Express gratitude to the employer for being supportive of the decision to resign. Do not exaggerate appreciation; keep it honest. Highlight specific things you are thankful for.
Next steps and other critical information
Indicate the necessary steps one, as an employee, is going to take in the process of resignation. This can involve the return of company property and such. These steps are normally determined beforehand in consultation with the manager. Any other relevant information regarding the resignation can be included in this section.
Offer assistance with the transition
The employer will normally want a smooth transition as much as the employee. Therefore, to make this process easy for both parties, offer your support and assistance in making the transition as smooth as possible. Avoid committing to things you cannot deliver. This section can be written in a generalized manner.
EXAMPLE
My resignation comes as a consequence of my appointment as Managing Director at H&B Paper Ltd. My time at Stivon has been wholesome and has taught me a lot about managing and growing a business. I’ll forever be grateful to you, Mrs. Odell, for your mentorship during the 5 years we’ve worked together.
I intend to hand in my bi-annual report and my company keycard before resigning in an official capacity. I’ve already informed my team of my decision and have assigned them duties accordingly to step in in my absence. Mr. Aaron Wales, the HR manager, can be contacted for further information. If there is anything I can do to assist with this transition, kindly let me know.
Section 4: Conclusion
The last section is the conclusion. The conclusion fundamentally comprises the following items.
Final thank you
Provide a statement of final appreciation to the employer and the entire fraternity. Keep it brief and sincere. Use a more warm and friendly tone.
Your contact information for the follow-up
Provide contact information that the employer can use to reach out for any reason. It is advisable to issue a personal contact. Future contact does not have to be professional, and this can be a great opportunity to invite for networking.
Sign off
Finally, sign off the letter by providing a complimentary close, signature, and name.
EXAMPLE
Thank you for your utmost support. I want to offer my gratitude to the Stivon Ltd. community; it has been an honor working hand in hand. My phone number is (555) 7824-004 should you wish to reach me.
Sincerely,
Jack Hughes
Resignation Letter Template
[Your Full Name]
[Your Job Title]
[Your Contact Information (optional)]
[Date]
[Supervisor’s Full Name]
[Their Job Title]
[Company/Organization Name]
[Company Address (optional)]
Subject: Resignation – [Your Full Name]
Dear [Supervisor’s Full Name],
I am writing to formally notify you of my resignation from my position as [Your Job Title] at [Company/Organization Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision has not been made lightly and comes after careful consideration of my career goals and personal circumstances.
I want to express my sincere gratitude for the opportunities I have been given at [Company/Organization Name] and for the valuable experiences I have gained. It has been a pleasure to work alongside my colleagues and under your leadership. The support and encouragement I have received during my tenure have been immensely appreciated and will not be forgotten.
I am committed to ensuring a smooth transition and will do my utmost to assist in the handover of my responsibilities before my departure. I am willing to help train my replacement and provide all necessary documentation and information to ensure continuity in my role.
Please let me know how I can further assist in this transition period. I hope to maintain a positive and professional relationship with [Company/Organization Name] and its staff in the future.
Thank you once again for the opportunity to be a part of your team. I look forward to the new challenges and opportunities that lie ahead but will always remember my time at [Company/Organization Name] with fondness and appreciation.
Sincerely,
[Your Full Name]
[Your Job Title]
Sample Resignation Letter
Subject: Resignation Notice – Samantha Lee
Dear Dr. Grant,
I am writing to formally announce my resignation from my position as a Registered Nurse in the Pediatric Department at City Hospital, effective two weeks from today, March 8, 20XX. This decision comes after much thought and consideration, primarily due to my family’s impending relocation to another state, which necessitates my departure.
It has been an absolute honor to serve the pediatric patients at City Hospital and work alongside such a dedicated and compassionate team. The experiences I’ve gained here have profoundly enriched my professional skills and personal growth. I am especially grateful for the support and mentorship provided by you and my colleagues, which have been invaluable to my development as a nurse.
During my remaining time, I am fully committed to ensuring a smooth transition for my patients and the department. I will complete all pending tasks, assist in training my replacement if needed, and do whatever else is necessary to minimize any disruption my departure may cause.
I would like to extend my heartfelt thanks to everyone at City Hospital for the opportunity to contribute to such a meaningful cause. Though I am saddened to leave, I am looking forward to the new challenges and opportunities that await me in my future endeavors. I hope to carry forward the lessons and values I’ve learned here and apply them to my continued commitment to nursing excellence.
Please let me know how I can assist further during this transition. I hope to maintain the professional connections and friendships made here, and I look forward to seeing City Hospital continue to excel in patient care and innovation.
Thank you once again for the opportunity to be part of the City Hospital family. I am deeply grateful for the experience and wish the Pediatric Department and the hospital at large the very best in the future.
Warm regards,
Samantha Lee, RN
Pediatric Department
Analysis
This resignation letter effectively communicates the writer’s decision to leave their position due to a family relocation, maintaining professionalism and expressing gratitude throughout. The letter opens with a clear statement of resignation, including the position held and the effective date, ensuring clarity and adherence to formal resignation protocols.
The writer expresses sincere appreciation for the experiences and opportunities provided by the workplace, highlighting the growth and mentorship received. Such acknowledgment fosters goodwill and reflects positively on their time with the institution. Mention of specific contributions to the department and the positive impact of working alongside a dedicated team emphasizes the writer’s engagement and commitment during their tenure.
A strong sense of responsibility is demonstrated through the commitment to a smooth transition, offering to complete pending tasks and assist in training a successor. This proactive approach minimizes potential disruptions to patient care and department operations.
Concluding with well-wishes for the institution’s future success and a desire to maintain professional relationships, the letter balances personal reasons for leaving with ongoing respect and admiration for the workplace. Overall, it serves as a model for resigning with grace, focusing on gratitude, responsibility, and the continuation of professional courtesy.
Tips for Writing a Resignation Letter
It is generally considered that the shorter the letter, the better its quality. This then requires employees to be direct and professional in outlining any information that ought to appear in the letter.
The tips below can prove to be of great importance in writing a good professional resignation letter.
Write in a positive way
Keep a positive tone throughout the letter. Regardless of the differences that might be, aim to leave on good terms with the employer.
Deliver your letter in person
As much as possible, aim to deliver the letter in person. Delivering the letter feels more personal and is more reassuring to the employer that there is no bad blood. Also, a signed physical letter is more binding than an email or text.
Consider networking opportunities
When writing, keep in mind the probability of increasing your professional network. Use language that encourages a professional relationship after departing from the organization.
Keep it brief
The letter should be concise. Avoid including unnecessary information that is not related to the resignation.
EXAMPLE
If you do not wish to include sensitive information regarding the reasons for resigning, do not include it. A resignation letter with a statement of resignation, the last day of employment, and a polite closing will sometimes be enough.
Avoid complaining
Do not take such letters as an opportunity to vent all the shortcomings or misfortunes going on in your life. Complaining might be tempting, especially when stating the reason for resigning. Be professional and state only the relevant information.
Plan for an immediate departure
Instead of resigning too early before starting the next job, consider the starting date of the new job when declaring the date of resignation. Plan not to have too many unpaid days.
Follow your manager’s instructions
Try and fulfill pending projects and follow the manager’s instructions on how to go about the transition. This helps to leave on a positive note.
Final Thoughts
A resignation letter communicates an employee’s intention to leave a specified position in an organization for specified reasons. It is issued as an official record that an employee has resigned from their position. There are multiple types of templates that employees can use to craft resignation letters. Using templates simplifies the writing process for employees. By submitting this letter, employees can leave on a positive note and foster professional networks. Consider writing a resignation letter before departing from an organization; there are multiple advantages to having one.
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