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how to write a resignation letter

Have you accepted an offer and wondering how to write a resignation letter? You’ve come to the right place.

You want to end on good terms if at all possible when writing a resignation letter.

During my time as a technical recruiter, I have read many resignation letters. It’s a part of the business world and happens on a daily basis.

You want to strike the right tone and balance when you write a two weeks notice. 

With that in mind, I will go over a step-by-step resignation template letter you can use and provide examples of resignation letters.

Why Write a Resignation Letter?

When quitting a job you should write a resignation letter as a professional courtesy.

This resignation letter gives official notice to your current employer that you’re leaving the position.

It also informs the manager that a replacement will be needed to take over the job’s duties and responsibilities.

resignation letter checklist

Resignation Letter Check List

Your resignation letter should include the following at a minimum.

  • Current Date
  • Company name, and address
  • Statement of resignation
  • State what your last day will be
  • A two weeks notice period
  • Your job title
  • Your appreciation for the opportunity
  • An offer of help during the transition period
  • Your name and signature

3 Step Sample Resignation Letter Template

Professional resignation letters require no creativity or long thought out processes. Just make sure they are written in a professional manner. You want to leave the job on the best terms you can.

When you resign from your position you will most likely have a conversation with your boss during an exit interview. This is a good time to go over your reasons for leaving if you so choose.

It is important to remember that you made need your boss as a reference someday so avoid writing anything controversial, vulgar, or offensive.

Give the manager two weeks’ notice to find a suitable replacement for your position.

Never burn a bridge because you never know when you may need it down the employment road.

1. State the Position You’re Resigning From With An Effective Date.

[Today’s date]

[Company Name]

[Company address]

[City, State, Zip]

[Your Managers first name],

This letter is to inform you of my intention to resign from my position as [current position title] with [company name]. This will be effective two weeks from today [current date]

2. Thank Your Employer For The Opportunity

It’s never a bad idea to say thank you for the job opportunity. It shows class and professionalism.

You can mention, positive relationships, as well as things you have learned and enjoyed while working at the job. Even if you hate your job it’s still good to say thank you.

This warrants repeating you may need your manager as a reference down the road. Stay on good terms even if a potential reference is the only reason.

Great companies check references with former managers. A glowing recommendation from a previous boss could make a difference.

I appreciate the time I spent working here as a [position title]. I have learned a lot in the role such as [ list some skills learned or responsilbities]. I know the knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

3. Offer To Help With The Transition Period

You don’t want your last two weeks on the job to be awkward if possible. Keep the lines of communication open and offer to assist during the transition period.

State you will wrap any work that you can and be ready for the hand off of your work when the time comes.

I would be happy to help train new team members if needed. I plan to complete my duties during my last two weeks to the best of my abilities. If, there is anything I can do to help aid in the transition please let me know.

I hope to stay in touch in the future and wish the company continued success going forward.

Sincerely,

[Your Handwritten Signature]

[Your full name]

Example Resignation Letters With Two Weeks Notice

Below are a few sample resignation letters you can read that will aid you in writing your own personalized formal notice.

These sample resignation letters should give you a few ideas to work off of.

Example Resignation Letter #1

10/29/2021

Gears and Widgets Inc

123 Engineering Lane

Atlanta, GA 30303

Kevin,

This letter is to inform you of my intention to resign from my position as Senior Mechanical Engineer with Gears and Widgets Inc. This will be effective two weeks from today 10/29/2021.

I appreciate the time I spent working here as a senior mechanical engineer. I learned a lot in the role such as new top-down assembly design methods in SolidWorks. I enjoyed finding new ways to be an effective engineer when working on projects.

I know the engineering knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

I would be happy to help train new team members if needed. I also will complete my duties during my last two weeks to the best of my abilities. If there is anything I can do to help aid in the transition please let me know.

I hope to stay in touch in the future and wish the company continued success going forward.

Sincerely,

John Smith

Example Resignation Letter #2

6/17/2021

Developer Central Inc

123 Software Lane

Dallas, TX 75201

Dear Jennifer,

I’m writing to inform you of my resignation from the position as a .NET Software Developer with Developer Central Inc. This will be effective two weeks from today 6/17/2021

I appreciate the time I spent working here as a .NET Software Developer I have learned a lot in the role while developing a better understanding of C#. I know the experience and knowledge gained here will be an asset to me throughout my career and I’m thankful for the opportunity.

I would be happy with the transition period and will wrap up my work during my last two weeks. 

I appreciate your advice over the years and hope to stay in touch in the future. I wish you and the company the very best going forward.

Sincerely,

Sarah Richards

Resign By Email

Is It Ok To Resign By Email?

You should not resign by email. The professional way to resign from a job is to hand-deliver a signed resignation letter in person to the appropriate individual.

However, if you’re working remotely an email using the template above may work depending on the situation.

Can You Handwrite A Resignation Letter?

You should type out a resignation letter and sign it with your handwritten signature. This is because it will be easier to read.

You can however handwrite the letter if you wish to do so.

“Written communication” means you have to leave a paper trail of documentation.

Rather than use an email or fax you should deliver a real piece of paper to be on the safe side.

Certain jurisdictions may different laws depending on where you live.

Should you have concerns you can always consult an expert such as an attorney.

Conclusion

When debating on how to write a resignation letter should consider doing the following. The best way to resign would be to type a letter, print it, then sign it and deliver it to the appropriate person.

If your human resources department has certain guidelines when resigning then follow those.

Good luck in your new position.

Thinking about quitting but you haven’t found the right opportunity? Reach out to our engineering staffing firm or give our software developer recruiters a call today.