This is how to write a job resignation letter, with examples

By Aoibhinn Mc Bride

You've created the bespoke resume of ATS (applicant tracking system) dreams, aced several interview rounds and have successfully secured your desired salary and benefits package––so all the paperwork around getting a new job is done, right?

The answer: not quite.

Whatever your reasons for leaving a job, managing your exit so that you leave on good terms and don't burn any professional bridges is key, particularly if you're looking for a good reference in the future.

Some managers will take your resignation on the chin or even make a counter-offer in the hopes of keeping you on. However, there are always going to be instances when your resignation is taken personally, no matter how professional you remain.

One of the key elements in making your resignation as smooth a transition as possible lies in your resignation letter.

A one-to-one chat with your manager ahead of time is a polite way to give them a heads up that your resignation is imminent, but a carefully-worded resignation letter will allow you to get all your thoughts down on paper, and also give you an opportunity to thank your soon-to-be former employer for the opportunities you've been given.

It's also worth mentioning that your resignation letter is not the place to air your grievances, make a complaint about working conditions or stipulate your reasons for leaving.

Here's how to write a fuss-free resignation letter in three steps.

1. Highlight key information
The primary function of a resignation letter is to state you are leaving and the date you are leaving. You do not have to explain why you are leaving or give reasons for why you started to look for a new job.

Example:

Dear (insert person's name here)

This letter is to formally notify you that I am resigning from my position as (insert job title here). My last day will be (insert notice period time frame for example, two weeks) from today, Friday, April 29th.

2. Give thanks
The second paragraph of your resignation letter is your chance to thank your manager and highlight what you've enjoyed about the role.

For example, learning and development opportunities you've enjoyed or a project you worked on that was well-received, made a successful impact and allowed you to develop your project management skills.

Example:

I want to take the opportunity to thank you for your trust and guidance during the course of my employment. I have learned so much and I am particularly grateful for the opportunity to develop my strategy skills/project management skills/digital skills during my tenure.

3. Handover
The final paragraph in your resignation letter should highlight that you are willing to facilitate a smooth handover and will endeavor to complete as many outstanding tasks as possible.

However, don't over-promise or offer to train your replacement before you leave. This is not your responsibility.

Example:

Before I leave, I will endeavor to complete the tasks I am currently working on and will provide a detailed handover document that can be shared with the rest of the team. Please let me know if there is anything else I can help with before I finish up.

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