Writing an effective resignation letter can mean the difference between leaving a company on good terms and bad terms. Stepping down from a role can be a difficult thing to do, but if you handle it correctly, you can leave with a glowing reference and the knowledge that you’ve done everything by the book.
What to include in your resignation letter
When writing your resignation letter, there are a few things you need to include. You may need to consult with your contract to confirm a few details before you finalise your letter. You should always include:
- Today’s date – You need to date your letter as this will officially begin your notice period, and you don’t want there to be any confusion. If you date your letter, then it’s about when it was written and sent rather than when it was received.
- A statement confirming that you are resigning from your role – You’d be surprised how many people fail to mention this in their letter. You don’t have to go into details, and often the less said the better.
- Acknowledgment of your last day of work – You may need to consult with your contract to confirm your notice period.
- Contact details – You should always provide contact details for how you can be reached after you leave the company. Don’t assume that HR has up-to-date details for you.
- Outstanding holiday entitlement – You might need to check your contract or your HR file to confirm how many days you have left to take. You can often choose to take payment in lieu, or you could leave the company sooner.
- An offer to assist in hiring and training your replacement – This isn’t always appropriate, but if you have a very technical or specialised role, it’s helpful for the company to know they have your support in hiring a replacement.
- A statement thanking the company for the opportunity – It’s always a good idea to keep your letter friendly and cordial. Even if you are leaving on bad terms, you can still take the time to thank your line manager for their support.
- A request for a reference – If you will be applying for other opportunities, or if you already secured a new job, you might need to confirm that they will provide a reference.
3 examples of resignation letters
Leaving on good terms
If you’re leaving the company on good terms but have simply outgrown the role, then you can be more relaxed in your approach and your letter might be less formal. You may even announce that you are leaving in person but then give your line manager the letter as a formality.
Dear [insert line manager’s name],
Please accept this letter as notice of resignation from my role as [insert job title]. I will continue in my role for the one month notice period, and my final day of employment will be the [date]. As I have 6 days of unused holidays left to take, I’m happy to take this entitlement at the end of my notice period, or to accept payment in lieu.
I’d like to take the opportunity to thank you for your support and guidance in this role. I hope that I will be able to rely on you for a reference in the future. I’m happy to help find and hire my replacement if required.
Kind regards,
[your name]
Leaving on difficult terms
If you are leaving the company because of a grievance, then you will be more direct in your approach. Your letter might be shorter and more to the point.
Dear [insert line manager’s name],
I wish to inform you that I am resigning from the role of [insert job title] effective from [last date]. Please direct all future correspondence to [insert address].
Many thanks for the opportunity and I wish you all the best in the future.
Kind regards,
[your name]
Resigning from part of your role
If you aren’t leaving completely, but want to resign from a specific part of your role, make this very clear in your letter. You don’t want it to be interpreted as a full resignation.
Dear [insert line manager’s name],
I would like to inform you of my intent to resign from the role of [insert job title] and return to my original role as [insert job title.] While I have enjoyed the opportunity, I feel my expertise would be better suited to my original role.
I would be happy to assist in finding my replacement.
Kind regards,
[your name]
It’s as simple as that!
