Career Articles

How to Write the Best Resignation Letter + 4 Done-For-You Templates

resignation letter
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Suddenly, writing your resignation letter and bidding farewell to your colleagues is the hardest thing to do in the world right now.

There are too many emotions that go into it, especially if you’ve spent a long time on the job.

Worry about your career adds to the emotional hardship. No doubt, resignation is a turning point in your career.

Hopefully, by the end of this guide, you’ll master the art of writing a resignation letter that will leave a great impression of you with your soon to be former employer.

You’ll also collect not one, not two, not even three, but four done-for-you resignation letter templates you can freely have and adapt to your situation.

Reasons for Learning How to Write a Good Resignation Letter

People resign for different reasons. But you can’t just stop showing up and pretend that nothing ever happened because you might lose any job benefits you deserve.

Your employment contract may also contain a legally-binding stipulation that force you to give a two weeks’ notice letter before resigning, sometimes, it’s a 4 week notice.

It’s courteous and smart to write a resignation letter. Whether it’s mentioned in your employer agreement or not, it’ll reflect well on you professionally.

To avoid losing any employee benefits by quitting without notice or tarnishing your stellar reputation, you should learn how to write a good resignation letter.

Another great benefit, in some states, you can get paid for the time you offer to stay even if they let you go on the same day you submit your resignation letter.

It’s simpler than you think. Before you know it, you’ll learn the basic principles that you can apply to write a resignation letter in any situation.

And, with the help of the resignation letter samples provided, you can resign with class and in some cases even welcome to return if you so choose.

While you may leave your job for personal reasons, here are the most common reasons people resign:

  • Stress
  • Job dissatisfaction
  • A bad work environment
  • Work pressure
  • Relocation
  • A health related issue

Stress

If you’re suffering from severe stress, it can also be a reason to leave the job. If you’re always under pressure, it’ll be impossible to do a good job.

The reason for stress could be a non-work-related issue that’s affecting your performance.

Like when you’re studying to earn a degree and have enough on your plate as it is.

Job Dissatisfaction

If you’re not happy with your job, you can quit.

When your current job doesn’t match your high ambitions, it’s perfectly normal to say, “I am resigning because this isn’t what I signed up for.”

Look for another job that satisfies you.

Bad Work Environment

Usually, it’s a blue-collar job when you must work in dangerous environments.

You took the job because you have bills to pay, but now it’s no longer an issue, and you decided to quit.

Whether it’s a fear of injury or a better opportunity that presented itself, you can leave your hazardous job and find another one.

Work Pressure

If you’re working a high-pressure job where you’re expected to push your limits beyond your capabilities, quit.

Your employer is asking too much while giving you a low salary in return.

Work pressure can also come in the form of bullying and unfair treatment by your co-workers.

Your productivity plummets as a result.

Bad Behavior of Boss

Your boss is disrespectful or discriminating against you.

Boss Warning
Photo by Goumbik from Pixabay

They’re unjustly manipulating you and discriminating against you based on sexual orientation, skin color, or religion.

You think your employer is following a poor management style and you disagree because you have better ideas and they wouldn’t listen.

Moral disagreement is another reason for resignation if your boss is following unethical business practices.

In cases of discrimination, there may be additional legal ramifications for your employer so you may want to consult an attorney prior to resigning.

Relocation

You moved, and it’s getting harder to arrive at work on time.

Your childcare’s school schedule won’t fit with how far your workplace is.

Or your company has moved, and the location is far from your home.

It’s getting harder to commute every day than before.

You took the job based on the proximate location. Now, with the relocation, it became inconvenient for you.

Now, these are some of the top reasons why employees choose to resign. Who can blame them?

Do you see a reflection of your situation in any of them? Do you relate?

Ordinarily, you do everything in your power to keep your job. But there comes a time when a resignation is the way out of a miserable situation. Sometimes, it’s the way forward.

At any rate, it’s a hard decision, especially if you’re the chief breadwinner in your family.

It’s time to take a closer look at the resignation letter format.

Outline for a Resignation Letter

One of the primary objectives of your resignation letter is kicking off a smooth resignation process. It should announce to your boss and the HR department that you’re quitting your job.

Starting at the top, you should address your boss’s name and title, company, and address directly. If you’re submitting your resignation letter through email, make sure to send a carbon copy (CC) to HR.

Mention the date, even if you’ve discussed it with your boss before. It should allow ample time for your employer to find your replacement. A two to four week notice is customary.

Thus, there are two important dates to include: 1) the date you submit it, and 2) the date you expect to leave.

Next, you should also state your role and responsibilities. Talk about your position and what you did for the company.

Specify the reason for leaving, and keep it short. (It’s essential and will be covered in detail later.)

Say thank you for the experience, and mention something specific you’ve learned/enjoyed while on the job.

Offer a helping hand while your employer is trying to fill the gap your resignation will make. Assure them you’ll be available to make a painless transition.

Now that you know the basics of writing a simple resignation letter. Let’s see what you should avoid while drafting it, so you don’t burn bridges in the process.

Writing a Resignation Letter When You’re Leaving on Bad Terms

Your tone should be positive and professional throughout the letter. To make it so, you need to apply the following guidelines:

Avoid an In-depth Analysis of Your Resignation

Don’t explain the reason for your departure at length. If you have some pressing issues to discuss, talk about them in the exit interview. Demonstrate your professionalism by keeping quiet about the top 10 reasons you hate your job.

No matter how sound your logical arguments are, there’s zero need for them. Let bygones be bygones.

You might need a reference in the future from your boss or colleagues, so it’s necessary to leave a pleasant memory even if you didn’t enjoy your job.

Avoid Attacking Your Boss and Co-Workers…

…Even if they’ve wronged you.

Your resignation letter will be permanently attached to your employment file, even if your boss quits.

You might receive a job counter-offer in the future, and word travels fast in the networked professional field.

Thus, make sure to leave on a good note.

It’s not “weak.” It’s professional.



The resignation letter is about you. So, don’t mention others even if their actions contributed to your decision to leave. Instead, focus on the positive aspects of the job.

Avoid Getting Emotional

Resignation is a highly emotional process. But keep your emotions out of it. When you’re leaving on bad terms, you’ll be most vulnerable to emotional states.

Your emotions might drive you to use obscene language, name-calling, and threats of revenge. Follow these emotions, and you’ll get yourself into serious trouble that would damage your career forever.

Cool down before you sit down and write your resignation letter, take a long walk or listen to music, whatever it takes to sharpen your rational mind. Use this opportunity to prove you’ve been loyal to the end or that you are remaining professional despite the possible actions of others.

Avoid Over Sharing Information About Your Next Career Move

There’s no room for career plans in your resignation letter. Your employer doesn’t need to know.

Especially, avoid mentioning the salary and benefits.

If you’re leaving on bad terms, it means you’re not sure about the lengths your boss and colleagues will take to sabotage your efforts. Even if that wasn’t the case, leave these details out to keep your resignation letter air-tight and to the point.

If anything, you should mention how the job helped advance your career in some way or another.

Avoid Spelling and Grammar Mistakes

Now that you know what to say, how to say it, and what to avoid. The only thing left is writing your resignation letter.

Finishing Writing
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Once finished, leave it on your desk for a day or two. Then, pick it up and read it.

Probably, you’ll spot a few spelling and grammar mistakes here and there.

So, make sure to proofread your resignation letter before submitting it. Nothing spells unprofessional like a typo.

The 4 Done-For-You Resignation Letter Templates

The purpose of these templates is to show you the principles of writing resignation letters in action. To get a firm grasp, you’ll find various samples for different scenarios and in different formats.

You’re welcome to tweak them to suit your situation.

Resignation Letter Due to Health or Stress Template

[Recipient’s name]
[Title]
[Company’s name]
[Company’s address]

[Date]

Dear [Recipient’s name],

As [your title], [your responsibilities].

Unfortunately, the time has come for me to resign my position as [insert job title] due to my poor health condition, effective [date]. I am available to continue working for two additional weeks to make the transition as seamless as possible for you.

I’ll forever treasure the years I’ve spent working in [company’s name]. The quality of customers never failed to inspire me to do my best in their service.

I’ll always be there for you whenever you need my help until you can employ another [your title].

Thank you for all the wondrous years spent serving the people of [company’s location] through your company.

Sincerely,
[Your signature]

Resignation Letter Due to Job Dissatisfaction Template

[Company name]
[Company’s address]

[Date]

To

[Recipient’s name]
[Recipient’s title]

Dear [Recipient’s name],

I’m grateful for the opportunity you’ve offered me. I’ve always dreamed of becoming a [your title], but it turned out that it’s not my true calling.

Unfortunately, the company’s culture isn’t what I had in mind. That’s why I’m submitting my resignation letter, effective [date].

I appreciate your support of my decision to go out and find my true calling.

The few months I spent at [company’s name] taught me a great deal about the [company’s industry]. For that, I’m eternally grateful.

I am available to continue working for two additional weeks to make the transition as seamless as possible for you.

Sincerely,

[Your signature]

Resignation Letter Due to Work Pressure Template

[Your name]
[Your address]
[Your phone number]

To:
[Recipient’s name]
[Recipient’s title]
[Company’s name]
[Company’s address]
[Date]

Dear [Recipient’s name],

I’ve enjoyed working as a [title] at your company. The adventures and challenges helped me grow.

As I fear it’s a rather heavy burden that I’m not prepared to handle at this point, with regret, I submit my resignation letter effective [date].

Thank you for your patience with me, and as a token of appreciation, I am happy to work for two additional weeks to make the transition as seamless as possible for you.

Best regards,

[Your signature]
[Your name]

Resignation Letter Due to Bad Behavior of Boss

From
[Your name]
[Your address]
[Date]

To
[Recipient’s name]
[Recipient’s title]
[Company’s name]
[Company’s address]

Hello [Recipient’s name],

After much consideration, I’m submitting my resignation letter to be effective starting [date].

I’m sorry that things have come to this, but [boss title and name] isn’t thrilled about having me on board.

Despite my best efforts, I couldn’t make it work out with them.

It pains me to leave [company’s name], but I want to grow instead of mitigating strife.

I am available to continue working for two additional weeks to make the transition as seamless as possible for you.

Yours truly,

[Your signature]

The Bottom Line

Writing a professional resignation letter is an important business skill that safeguards your professional reputation.

Knowing what, when, and how to say it will lessen the emotional impact, and it can be cathartic.

You can keep it light-hearted. You can make it a powerful statement.

You may be retiring. You maybe had enough.

Whatever your reason for writing a resignation letter, and however you write it, keep it professional unless you want it to bite you in the back.

We hope that you view it as a new chapter in your career. Not the end of it.

Enjoy your freedom.

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