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How to Write a Resignation Letter

Why Write a Resignation Letter?

Resigning from a job can be a significant turning point in your career. A resignation letter is more than just a notice; it’s a professional courtesy and a crucial step in maintaining positive relationships. It serves as the formal documentation of your departure and sets the tone for your transition. In this guide, we will break down the essential elements of a resignation letter and explore various types tailored to specific situations such as career change, relocation, education, personal reasons, company changes, and maternity/paternity leave.

Basic Parts of a Formal Resignation Letter

  • Date: Start with the date of writing the letter.
  • Addressee: Address it to your direct supervisor or HR manager.
  • Clear Statement if Resignation: A straightforward declaration of your intention to resign.
  • Notice Period: Specify your last working day, adhering to your contract’s notice requirements.
  • Reason for Leaving: While not mandatory, you can briefly mention your reason for resigning.
  • Gratitude: A thank you to your employer for the opportunities and experiences.
  • Offer to Assist: Propose help during the transition, like training your replacement.
  • Signature: End with your signature and printed name.

Types of Resignation Letters

Career Change Resignation Letter

When you decide to pivot towards a new career path, your resignation letter due to a career change is a crucial document that bridges your past experiences with your future ambitions. This type of letter should focus on your eagerness to embrace new challenges and opportunities that align more closely with your career aspirations or personal interests.

It’s important to express appreciation for the role you’re leaving, highlighting how the skills and experiences gained have equipped you for the next phase of your professional journey. This acknowledgment not only shows your gratitude but also reinforces the positive aspects of your tenure, leaving a lasting impression of professionalism and growth.

  • Focus: Emphasize your desire to explore new challenges and growth opportunities.
  • Appreciation: Acknowledge the skills and experience gained from your current role.

Resignation Letter for Career Change Template


[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to formally announce my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter].

This decision has not been easy but is a step I must take to pursue a new career direction. I have been offered an opportunity that aligns more closely with my long-term career goals and personal aspirations. This new path offers challenges and growth opportunities that I am eager to explore.

I want to express my deepest gratitude for the invaluable experiences and skills I have gained during my time at [Company Name]. Working here has been a significant part of my professional development, and I am truly thankful for the support and guidance from you and the team. The lessons learned and accomplishments achieved here have been instrumental in preparing me for this next step.

I am committed to ensuring a smooth transition. I will complete all outstanding work and am happy to assist in training my replacement or transferring my responsibilities to other team members.

Thank you again for the opportunity to be a part of [Company Name]. I hope to maintain our professional relationship in the future and look forward to seeing how the company continues to grow and succeed.

Sincerely,

[Your Name]

Relocation Resignation Letter

A relocation resignation letter is written when you have to leave your job due to moving to a new location. This type of letter should clearly state that the primary reason for your resignation is geographical relocation, which makes it impossible or impractical to continue your current employment.

It’s important to express regret over having to leave due to these circumstances and to show appreciation for the opportunities and experiences you’ve had with the organization. This approach maintains a positive relationship with your employer and leaves the door open for potential future engagements, should your paths cross again.

  • Explanation: Mention the move as the primary reason for leaving.
  • Regret: Express your regret that geographical constraints necessitate your departure.

Resignation Letter for Relocation Template


[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to inform you of my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision is due to my impending relocation to [New City/State/Country], which makes it unfeasible for me to continue in my current role.

I want to express my sincere regret that I have to leave due to these circumstances. My time at [Company Name] has been incredibly rewarding and fulfilling. I am extremely grateful for the opportunities for professional and personal development that I have experienced during my tenure here. 

Please be assured that I am committed to ensuring a smooth transition. I will complete all my current projects and assist in finding and training my replacement if needed. I am also willing to be available remotely for any assistance required after my relocation.

I have greatly valued my time at [Company Name] and deeply appreciate the support and encouragement provided by you and the team. I am hopeful that our paths might cross again in the future.

Thank you again for the opportunity to be part of such a dynamic and innovative team. I wish [Company Name] continued success and hope to stay in touch.

Sincerely,

[Your Name]


Return to Pursue Education Resignation Letter

A resignation letter for returning to pursue education is centered around your decision to further your academic goals. This letter should convey your reason for leaving as a commitment to advancing your education, which necessitates stepping away from your current role. It’s important to express gratitude for the experiences and growth opportunities provided by your employer and to mention how these experiences have contributed to your decision to further your education. This type of resignation reinforces your dedication to personal and professional development and leaves the door open for future opportunities, either with the same organization or in your new professional capacity post-education.

  • Purpose: Highlight your commitment to personal and professional development.
  • Future Contact: Express hope for potential future collaborations.

Resignation Letter for Educational Pursuit Template


[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to notify you of my resignation from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision comes as I prepare to return to academia to pursue [Type of Degree or Course] at [Institution Name], a step I am taking to further my education and professional development.

This decision was not made lightly. My time at [Company Name] has been incredibly fulfilling and has played a significant role in shaping my career path and professional aspirations. The skills and experiences I have gained here have directly influenced my decision to advance my education in [Field or Area of Study]. I am deeply grateful for the opportunities and support I have received during my tenure and am proud of what we have accomplished together.

I am fully committed to ensuring a smooth transition and will do everything I can to hand over my responsibilities efficiently. I am happy to assist in training my replacement or in any other way that might help during this period.

Although I am excited about this new chapter, I will sincerely miss working with you and the team. I am hopeful that my further education will open new avenues for our paths to cross again professionally. Thank you once again for the invaluable experiences and for your understanding and support regarding my decision.

Best regards,

[Your Name]


Personal Reasons Resignation Letter

A resignation letter due to personal reasons requires a delicate balance between professionalism and privacy. This type of letter is particularly sensitive as it involves aspects of your life that you may choose not to disclose in detail to your employer. The key is to convey your need to leave while maintaining discretion about your personal circumstances. It’s important to maintain a respectful and understanding tone, acknowledging the support and opportunities provided by the employer. While you are not obligated to share the specifics of your personal reasons, expressing regret for having to leave and showing appreciation for the time spent with the organization are crucial for maintaining positive relationships.

  • Discretion: Maintain privacy while conveying your need to leave.
  • Sensitivity: Be mindful of the tone, as personal reasons can be sensitive.

Resignation Letter for Personal Reasons Template


[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision is due to personal reasons that require my full attention at this time.

While I prefer to keep these matters private, please understand that this decision was not made lightly. My time at [Company Name] has been both rewarding and enriching, and I am grateful for the opportunities for professional growth and the supportive work environment you have provided.

I am committed to making this transition as smooth as possible. I will ensure all my current projects are up to date and will assist in any way necessary during this period of transition, including training my replacement or handing over my duties to a team member.

I deeply regret that my personal circumstances make it necessary for me to leave, and I hope that my departure does not cause any inconvenience. Working at [Company Name] has been a significant part of my career, and I will carry the skills and experiences I have gained here into the next chapter of my life.

Thank you for your understanding and support during this time. I have greatly valued my time with the company and hope to keep in touch in the future.

Sincerely,

[Your Name]

Recent Company Changes Resignation Letter

Sometimes your employer makes a change you just cant work with. Resigning due to recent changes in the company requires a tactful approach. Such a letter should be diplomatic, acknowledging the changes without expressing any negative sentiments. Your focus should be on the positive aspects of your tenure and the valuable experiences you’ve gained. It’s important to communicate your reason for leaving in a way that shows understanding and professionalism. Acknowledge that change is a part of any business and express your gratitude for the time you spent with the organization. This approach helps maintain a positive relationship with your former employer and colleagues, and reflects well on your professional character.

  • Diplomacy: If changes in the company are your reason, address this diplomatically.
  • Positivity: Focus on the positive aspects of your time with the company.

Resignation Due to Company Changes Template

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision comes after careful consideration of the recent changes within the company.

While change is an inherent part of any business environment, these recent developments have led me to reevaluate my professional goals and career path. I want to express my sincere gratitude for the opportunities and experiences I have enjoyed during my time at [Company Name]. The skills I have developed here and the professional relationships I have built are invaluable and will undoubtedly benefit me in my future endeavors.

I am committed to ensuring a smooth transition and will do everything possible to assist in handing over my responsibilities. I will complete all outstanding projects and am available to help train my successor or provide support in any other way needed during this transition period.

I leave with fond memories and a deep respect for the company and the team. I wish [Company Name] and all my colleagues the very best for the future and hope to maintain our professional connections.

Thank you once again for the opportunity to be a part of such a dynamic team. I am looking forward to new challenges and opportunities, and I am grateful for the time I have spent as a part of your organization.

Sincerely,

[Your Name]

Maternity/Paternity Leave or Resignation Letter

When drafting a resignation letter due to maternity or paternity leave, it’s important to clearly articulate that the primary reason for your departure is related to the expansion of your family. This type of letter should convey your situation with clarity and precision. If your leave is temporary and you plan to return, specify the expected duration of your leave. Conversely, if you’re opting not to return, it’s crucial to communicate this decision in a clear and respectful manner. Regardless of whether your leave is temporary or permanent, expressing gratitude for the support and understanding of your employer and colleagues is key. This approach ensures that your professional relationships remain positive and leaves the door open for future opportunities.

  • Clarity: Clearly state the reason related to family expansion.
  • Future Intentions: If you plan to return, mention your expected return date, or if it’s a permanent leave, clarify accordingly.

Maternity/Paternity Leave or Resignation Letter Template

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient's Name]
[Recipient's Position]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient's Name],

I am writing to inform you of my decision to [choose one: take an extended maternity/paternity leave / resign from my position] as [Your Position] at [Company Name], effective [Last Working Day, typically two weeks from the date of the letter]. This decision has been made in light of my growing family needs, as I am expecting to welcome a new child soon.

[If returning after leave:]
I am planning to take an extended maternity/paternity leave and expect to return to my position by [Return Date]. During my absence, I am committed to ensuring a smooth transition and will prepare all necessary documentation and guidance for whoever will be covering my role in the interim.

[If not returning:]
After much consideration, I have decided not to return to my position following my maternity/paternity leave. This decision is based on my desire to focus fully on my family during this significant time.

I am incredibly grateful for the opportunities and experiences I have had at [Company Name]. I have greatly valued my time with the team and the support provided by the company. I hope to keep in touch and would welcome the chance to collaborate or return in some capacity in the future, should circumstances allow.

Thank you for your understanding and support regarding my decision. I am committed to assisting with any necessary transition arrangements over the coming weeks.

Sincerely,

[Your Name]

Things to Avoid in Your Resignation Letter

When drafting a resignation letter, it’s essential to keep in mind what not to include to maintain professionalism and positive future relations:

  1. Avoid Criticizing Your Employer: It’s crucial to maintain a positive tone, similar to when you’re writing a farewell email to colleagues. Your resignation letter is not the appropriate place to express dissatisfaction with management or any negative experiences.
  2. Stay Professional – No Foul Language: Even if your reasons for leaving involve issues with your boss or colleagues, it’s important to keep the tone of your letter professional. Using inappropriate language can damage future job prospects and professional relationships.
  3. Keep Your Future Plans Private: There’s no need to share details about your next job or career move in your resignation letter. Sharing this information might not only be unnecessary but could also potentially lead to unwanted reactions or actions from a displeased employer.
  4. Double-Check for Spelling Errors: Before finalizing your resignation letter, ensure it’s free from spelling mistakes. A well-written, error-free letter reflects your professionalism and attention to detail.

Your resignation letter is a document that reflects your professional approach and can influence future career opportunities. Keeping these points in mind ensures you leave on good terms.

Need Help with Your Resignation Letter?

Tailoring a resignation letter to your specific circumstances while keeping it professional and courteous isn’t always easy. The Word.Studio Resignation Letter Composer is an AI powered resignation letter writing tool that will help you resign with speed and efficiency. Quitting couldn’t be any easier.

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