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How to Write a Resignation Letter (Plus a fill in the blank template)

How to Write a Resignation Letter (Plus a fill in the blank template)

There are many reasons you may decide to leave a job. Maybe you've been looking for a new job to leave a bad work environment, make more money or advance your career. On the other hand it could be  personal reasons like going back to school or needing to care for family are the reasons for resigning. While the reasons for leaving a job could be many, there is one thing all have in common. That is, they all need a resignation letter.  In this article we will:

 

  • Explain what a resignation letter is and why you should write one.

  • Share a template that you can use to quickly create your resignation letter.

  • Give an overview of what to include in a resignation letter.


What is a Resignation Letter

A resignation letter is a formal notification that you plan to end employment with a business. A resignation letter usually written and given to your supervisor or Human Resources to inform the company of your intent to leave the business. 

 

While you don't have an obligation to provide your employer a resignation letter, it is a good idea to do so. Most employers will want a voluntary resignation to be given in writing for legal reasons and to defend against unemployment claims. Therefore you may be asked or required to give a written instead of a verbal notice.

 

Even more importantly, submitting a written resignation letter is the professional thing to do. Regardless of your reason for leaving or feelings about an employer, it is essential to end employment relationships in a professional way. You just never know when you'll have to return to a business or encounter a past supervisor when interviewing for a new job. It's always best to do your part to be professional. 

 

What Is Included in a Resignation Letter

 

Resignation letters are generally easy to write. Employment resignation letters are also typically short in length. But there are a few things you'll want to include in your resignation letter. Those things are:

  • Your name

  • Date

  • Last day of employment

  • Length of notice you are providing

  • Reason for leaving 

  • Forwarding address 

  • Plan for return of company property, uniforms, ect

 

Your name

Including your name is pretty self-explanatory. You'll of course want your employer to know who the letter is regarding. You'll include your name in the body of the letter and in the signature block.

 

Date

Add the date that letter will be given to your employer.  This date will start any notice period you are giving.

 

Last day of employment 

The date you include here will be the last day you plan to work. It's also the end of your notice period. So if you are giving two weeks notice, your day of work will be two weeks from the date of your letter. 

 

Length of notice period

In most cases, it's always a good idea to give your employer a notice. A typical notice period is two weeks. You can give a notice shorter or longer depending on your situation. Whatever notice period you decide to give, should be included in your resignation letter. 

 

Reason for leaving

Sharing a reason for leaving is optional. You do not owe your employer an explanation for ending your employment. However if there is a reason to share, either positive or negative it is acceptable to do so. 

 

Forwarding address 

Your employer may need to contact you after your employment ends. For example, information about continuing health insurance benefits, final paychecks or tax documents may be sent by mail. Make sure that your employer has an accurate address to send any important information.

 

Plan for return of company property, uniforms, ect

If you have any property that belongs to the employer, explain how and why it will be returned. Return of such items usually happens on the last day of employment. Check any company policies regarding return property and align your statement to it. 

 

Now that you know what to include in your resignation letter, let's talk about writing.  Ideally, your resignation letter should be typed and properly formatted as a business letter. You can use programs like Google Docs or Microsoft Word to type and format your letter.

We’ve provided a resignation letter template below that you can use to get this task off our to-do list fast. Copy and paste the resignation template below into a Word Document of Google Doc, and simply customize with your information. Or click here to get a link to the template in Google Docs.

 

GET THE RESIGNATION LETTER TEMPLATE

 

Resignation Letter Template

 

Your Name

[Address] [Phone] [email address]

 

Day Month Year

 

Supervisor Name

Supervisor's Title

Name of Company

Address of Company

City, State, Zip Code

 

Dear Supervisor Name,

 

I am writing to inform you of my decision to resign from employment with [company name] as [your job current job title]. My last date off employment will be [date].

 

I have enjoyed my time working with [Company Name]. However I am excited to pursue an opportunity to [continue my education, advance in my career, ect]. To help make the transition smooth, I am giving a [length of time] [week/months] notice. I am happy to assist in training my replacement if needed. 

 

I will return all company property in my possession on my last day of employment or at an earlier time if requested. As of today I have the following items that belong to the company:

 

  • List company property in your possession

  • List company property in your possession

Please forward any correspondence after my last day of employment to:

 

Street

City State Zip

 

If you have any questions or need further information, feel free to contact me. 

 

Best regards,



First Name Last Name

 

Resignation letters can help you leave employment with a company in a positive and professional manner. When done correctly a resignation letter can be a tool to maintain a positive relationship with both the company and supervisor. This is important because you never know when you want to return to business or encounter a past supervisor in a new employment situation. A well written resignation letter can be an essential component in your career progression. Save this template as a resource to use when you find your next job opportunity.

 

 

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