Resigning from a position can be a difficult decision and writing a letter of resignation can be equally as challenging. It’s crucial to leave on good terms, maintaining professionalism and gratitude.
Here are steps to help you draft a respectful and clear letter of resignation.
Begin with a Professional Greeting
Begin your letter with a formal greeting, addressing your immediate supervisor or manager. Use their proper title and name, such as “Dear Mr. Anderson,” or “Dear Dr. Miller,”
Clearly State Your Intention to Resign
In the opening paragraph, clearly state that you are resigning from your position. Be direct yet polite. For example:
“I am writing to formally resign from my position as [Your Position] at [Company Name], effective two weeks from today, [Last Working Day, Date].”
Providing a specific end date helps your employer prepare for your departure and can help aid in a smooth transition process.
Express Gratitude
Showing appreciation for the opportunities you have had while working at the company is essential, even if you are leaving because of problems or issues. Highlight the positive experiences and express gratitude for the support and guidance you received. This can help maintain a positive relationship for future networking.
Offer Assistance During the Transition
Offering to assist with the transition shows your commitment to a smooth handover and shows you care about your company and colleagues. You might suggest training a replacement, providing detailed updates on pending projects, or creating a transition document with your current responsibilities and projects.
Conclude Politely and Professionally
End your letter with a professional and polite closing. Reiterate your appreciation and best wishes for the company’s future. Close your letter with a formal sign-off such as “Sincerely,” or “Best regards” followed by your name and signature.
Example of a Resignation Letter:
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]
Dear [Supervisor’s Name],
I am writing to formally resign from my position as [Your Position] at [Company Name]. My last day of work will be [Last Working Day, Date].
I am deeply grateful for the opportunities and experiences I have gained while working here. The support and mentorship provided by the team have been invaluable to my professional growth.
Please let me know if there is anything I can do to ensure a smooth transition for my replacement. I am committed to making this transition as smooth as possible and I am happy to assist in any way I can.
Thank you once again for the opportunity to be a part of [Company Name]. I wish the company continued success in all its endeavors.
Sincerely,
[Your Name]
Writing a resignation letter with courtesy and professionalism can leave a lasting positive impression. This thoughtful approach ensures you exit your current role on good terms, preserving valuable relationships and setting the stage for future opportunities.
BU + Beyond 