An effective resignation letter should state your decision to leave in straightforward terms without being harsh or emotional.
Your notice period needs clear mention – typically two weeks minimum unless your contract specifies otherwise. This gives employers time to plan for your departure.
Even if leaving under difficult circumstances, a professional approach protects your reputation and references.
Resignation Email Templates and Example Phrases
You might find these templates helpful when drafting your own resignation letter. Each can be customized to fit your situation.
Template 1
Dear [Recipient’s Name],
I am writing to announce my resignation from [Position] at [Company Name], effective [Last Working Day].
I appreciate the opportunities for professional growth you have provided during my [Time Period] of employment. [You might consider mentioning one positive experience or skill you gained].
I’m available to help with the transition to ensure my responsibilities are properly transferred.
Sincerely,
[Your Name]
Template 2
Dear [Recipient’s Name],
I’m writing to let you know that I’ll be resigning from my role as [Your Job Title], with my last day being [Last Working Day].
I’ve truly valued my time at [Company Name] and appreciate the opportunities I’ve had to work with such a talented team.
I’d be happy to help with the transition in any way I can before I leave. I’m committed to making this change as smooth as possible for everyone.
I hope we can keep in touch, and I can be reached at [personal email address] after my departure.
Thank you for everything,
[Your Name]
Template 3
Dear [Recipient’s Name],
I am resigning from my position as [Your Job Title] at [Company Name], effective [Last Working Day].
While I’m excited about [brief description of new opportunity], I will always value my time at [Company Name].
I plan to assist with the transition process to minimize disruption to team operations.
Although our professional paths are diverging, I value the connections we’ve built and hope to stay in touch. I can be reached at [personal email address] after my departure date.
Sincerely,
[Your Name]
Some helpful phrases you might consider using:
- “I am submitting my formal resignation from my position as [job title].”
- “Please accept this letter as notice of my resignation.”
- “After careful consideration, I have decided to pursue another opportunity.”
- “My last working day will be [specific date].”
- “I appreciate the professional growth opportunities provided during my time here.”
- “I’m grateful for the support and guidance I’ve received.”
- “I would like to thank you for the valuable experience gained at [company name].”
- “I’ve learned so much during my time with the organization.”
- “I’m committed to ensuring a smooth transition before my departure.”
- “I’m available to help train my replacement during my notice period.”
- “I wish the company continued success in the future.”
- “I hope to maintain our professional relationship moving forward.”
- “Thank you for understanding my decision to move on to the next chapter in my career.”
- “I’ve enjoyed working with this team immensely.”
- “The skills I’ve developed here will be invaluable in my future endeavors.”
- “I look forward to staying connected through [LinkedIn/professional organization].”
- “It has been a pleasure working with such dedicated professionals.”
- “I remain committed to my responsibilities until my last day.”
- “While this wasn’t an easy decision, it’s the right step for my professional growth.”
- “I’m thankful for the trust you’ve placed in me during my employment.”
- “I am writing to formally notify you of my resignation”
- “I would like to thank you for the opportunities for growth you have provided”
- “My experience at [Company Name] has been rewarding”
- “The skills I have gained will benefit me throughout my career”
- “I am happy to assist with the transition in any way possible”
- “I plan to ensure all my projects are completed or properly handed over”
- “I appreciate the mentorship you have provided”
- “Working with this team has been a highlight of my career”
- “I will always speak highly of my experience at [Company Name]”
- “I hope to cross professional paths with you again”
- “I look forward to seeing the company’s continued growth from afar”
The tone of your resignation letter sets the stage for your departure. A professional, positive tone helps maintain good relationships.
Some positive phrases you might include:
- “I appreciate the opportunities for professional growth provided during my time here.”
- “Working with this team has been a rewarding experience.”
- “I’m grateful for the support and mentorship I’ve received.”
- “The skills I’ve developed will serve me well in my career.”
- “I value the relationships formed during my employment.”
You can maintain professionalism by being direct yet tactful about your decision to leave.
Notice Period and Timing
Two Weeks’ Notice
Providing two weeks’ notice remains the standard professional practice when leaving a position. This timeframe gives employers enough time to plan for your departure and begin the replacement process.
Some industries or senior positions might require longer notice periods, sometimes up to 30 days or more. You might want to check your employment contract for specific requirements.
Giving proper notice shows respect for your employer and colleagues. This courtesy helps preserve professional relationships that could benefit your career in the future.
If possible, avoid giving notice during critical projects or busy seasons. When this can’t be avoided, offer to help with the transition.
- “I am submitting my resignation with a standard two-week notice period.”
- “As per our company policy, I am providing four weeks’ notice before my departure.”
- “I would like to offer a three-week notice period to ensure a smooth transition.”
Stating Your Last Day of Work
Always clearly specify your last working day in your resignation letter. This prevents confusion and helps both parties plan accordingly.
The last day should typically be a regular business day. This allows for proper handoffs and exit procedures.
You could calculate your final day by counting business days from when you submit your resignation letter.
If you have unused vacation days, you might discuss with your manager whether to use them during your notice period or receive payment instead.
Being specific about your end date helps HR process your final paycheck and benefits correctly.
- “My last day with the company will be Friday, May 23, 2025.”
- “I plan to complete my employment on June 15, 2025.”
- “After serving my notice period, my final working day will be Thursday, June 5, 2025.”
Thanking Your Employer and Colleagues
A strong resignation letter includes specific thanks to your employer and team members. This creates goodwill as you transition to your next role.
You might want to mention particular projects, learning experiences, or growth opportunities you’ve appreciated. Being specific makes your gratitude feel more genuine.
Consider thanking your supervisor for their guidance and mentorship. You could also acknowledge how colleagues helped you develop professionally.
Some effective phrases you might include:
- “I’m deeply thankful for the mentorship you’ve provided”
- “The professional growth I’ve experienced here has been invaluable”
- “I appreciate the trust you placed in me during challenging projects”
- “Working with such talented colleagues has been a privilege”
- “Your guidance has significantly shaped my professional development”
- “The skills I’ve gained under your leadership will benefit me throughout my career”
- “I’m grateful for the opportunities to lead teams and develop new abilities”
- “The supportive culture you’ve created made coming to work a joy”
- “Thank you for believing in my potential from day one”
- “I value the friendships I’ve formed with my colleagues”
- “Your patience and understanding helped me grow tremendously”
- “The knowledge shared by team members has been priceless”
- “I appreciate how you challenged me to step outside my comfort zone”
- “Thank you for fostering an environment of continuous learning”
- “Your feedback has been instrumental in my development”
- “I’m thankful for the collaborative spirit of our department”
- “The company values truly shaped a positive work experience”
- “I appreciate how you recognized my contributions to the team”
- “Thank you for the opportunities to attend industry conferences”
- “Your open-door policy made me feel valued and heard”
Acknowledging New Opportunities
You can briefly mention your excitement about your next step without giving excessive details. (Keep the emphasis on gratitude rather than why you’re leaving.)
Sample template for acknowledging new opportunities:
- “While I’m excited about [brief description of new opportunity], I will always value my time at [Company Name].”
- “My next role will allow me to [develop/pursue/focus on] [skill/interest/career goal], building on the foundation I gained here.”
- “Though I’m looking forward to [new challenge/opportunity], I’ll carry the lessons learned at [Company Name] throughout my career.”
Example:
“While I’m excited about joining the marketing team at Riverdale Industries, I will always value my time at Westbrook Solutions. The collaborative skills I developed here will serve me well in my new position.”
Offering Assistance During the Handover Process
When resigning, you can offer to help train your replacement. This shows professionalism and consideration for your team’s continued success.
- “I am happy to assist in training my replacement during my notice period.”
- “I’ve prepared documentation of my current projects and responsibilities.”
- “I can develop a transition plan to ensure my duties are covered.”
- “Please let me know how I can best support the team during this change.”
Providing References or Contact Details
Staying connected after you leave can benefit both you and your former employer. Professional networks often prove valuable throughout your career.
You may want to:
โข Share your personal email for future communications
โข Connect on professional networking platforms
โข Offer to be available for occasional questions
โข Express willingness to provide references for colleagues
- “I can be reached at personal@exampleemail.com after my departure date.”
- “I would be happy to serve as a reference for team members in the future.”
- “While I’m moving on, I value the connections we’ve built and hope to stay in touch.”