Is it time to resign from your corporate job?
It’s certainly not a fun process. You might be excited to leave your current company and overjoyed to start a new job. Or, you might be sad to be leaving your current company.
Either way, it can be a nerve-wracking process to sit down with your boss and let them know you’re resigning. After all, you don’t know how they’re going to react. Maybe they’ll have you escorted out of the building. Maybe they’ll get emotional and beg you to stay — complicating the matter further with a counteroffer. Maybe they’ll make your last two weeks of work miserable by giving you a huge project that’s nearly impossible to complete.
You could let the what if’s eat you alive at night, or you could follow these simple tips for writing and giving a resignation letter. Me? I prefer to count a few sheep before I drift off to a night of sweet, deep sleep with dreams of rainbows and sugar plums.
I advise you to let go of the what if’s that are keeping you up at night and turn in that resignation letter!
I spent a decade in career services at a college before I became a senior talent acquisition specialist at Anderson Trucking Service (ATS). In the following article, I’ll help you understand the purpose of a resignation letter, how to write one and how to give it to your supervisor. When you’re finished reading, you’ll feel a lot more confident about taking your next step.
What is a Letter of Resignation?
A letter of resignation is a formal letter provided to your employer to inform them you’re leaving the company. A resignation letter can be used interchangeably with a two week’s notice letter. A resignation letter, however, doesn’t have to place your final day of work for two weeks from now. It can be weeks later.
Typically, a physical copy is provided to the employer. However, if you (or your supervisor) are remote, it can be emailed. Some choose to email a copy of the resignation for double duty. The letter will be placed into your employee file by human resources (HR).
Providing your employer with a resignation letter is good form; it lets them know when you’ll be leaving the department and helps start the process of a smooth transition as you exit the company. It speaks volumes if you decide to walk out without a formal resignation or transition period. If you ever want to go back to that company, your chances won’t be great.
Some companies, even if you verbally resign, may request a resignation letter so they can keep it on file.
How to Write a Resignation Letter
While writing a great cover letter and resume is something of an art form, writing a resignation letter is fairly simple.
First, let’s cover some basic resignation letter don’ts:
- Don’t give a reason for your resignation
- Don’t vent
- Don’t brag about your new job
Your resignation letter should be concise with only the most basic information; this is not the time to air your grievances. Use the resignation letter to leave on a positive note.
If you’re not leaving on good terms, you’ll have a chance to vent your frustrations in an exit interview. Although, it isn’t advisable to burn bridges when you leave. In today’s global marketplace, it’s better to leave on good terms. You never know when competitor companies may merge and the previous manager you walked out on is now your division leader.
Even if you left on good terms but some unfortunate things were occurring, it’s still best to simply say the position was no longer a good fit for you and move forward. Your coworkers may want you to be a martyr and let your manager know everything that’s wrong with the department when you leave; think twice before you do that.
You don’t need to let your current employer know why you’re leaving or the company you’re going to. They simply don’t need to know. If you want to tell them, the resignation letter isn’t the time or place.
Now, let’s cover some resignation letter dos:
- Do keep it concise
- Do address it to your direct manager
- Do include your job title, division and location (if applicable)
- Do include the date you’re leaving
- Do include final well wishes for the company
Let’s dive in further.
Many people misunderstand the resignation letter and think it needs to be extensive; it doesn’t. While I’ve seen complex resignation letters that are lovely, short resignation letters work just as well.
You only need to tell the company when your last day is. Address your resignation letter to your supervisor. You may also decide to send it to the HR department.
If you work at a large company with offices across the country, you may have to be specific about your job title, division and location. That way they know who’s resigning and from where.
If you’re close with your manager, you won’t need to include all that information; they know who you are because they see you every day.
Then, note the day you’ll be leaving. Make sure you’re following your company’s policies and procedures when listing your final date of employment. For instance, you may be required to give a longer notice as a manager. Make sure you’re respecting those policies.
Make sure you’re clear on the ramifications of your resignation when considering your last day of employment. For instance, consider your commission structure (if applicable). Do you have to work the whole month to get it? Do you have to finish a project or finish the whole quarter? Make sure you understand what will happen when you quit.
To close out your resignation letter, thank the company for the opportunity to work there and wish them well — plain and simple. Short and professional.
When to Give Your Letter of Resignation
The way you tender your resignation is different at every company you work at, your position and your relationship with your manager.
If you or your boss is a remote employee, you’ll have to email your resignation letter. Emailing your resignation letter can catch them off guard, however. You may want to follow it up with a phone call or schedule a phone call to formally resign.
If you both work in-office, you should take the time to sit down with your supervisor to give them the letter of resignation. If you meet regularly, hand it over then. Otherwise, you could ask your supervisor for a quick five-minute meeting in a conference room or private area of the building.
Following your meeting, you may decide to also email a copy of your resignation letter to your supervisor and the HR team — especially if there are questionable ethics happening with your current manager. You could also send it to the division leader.
Remember: Your supervisor may be very caught off guard when you resign. This is where the what-if scenarios going through your mind will come into play.
My best piece of advice is this: Try to prepare yourself for a few different scenarios and keep the peace no matter what happens. It’s always better to leave on good terms.
Letter of Resignation Examples
Here’s an example of a simple resignation letter:
Shannon Templin
Talent Acquisition Specialist | HR | St. Cloud, MN
Strawberry Lane, St. Cloud, MN | 333-333-3333 | shannon@home.com
July 14, 2023
Supervisor’s Name
Supervisor’s Title
Company’s Address
Dear [Supervisor's Name],
Please accept this as my formal notice of resignation from my role as a talent acquisition specialist. Following the company’s resignation policy, I’ll be giving a two-week notice. My final day of employment will be July 28, 2023.
Thank you for the opportunity to work with you and your team.
Sincerely,
Shannon
Here’s an example of a more detailed resignation letter:
Shannon Templin
Talent Acquisition Specialist | HR | St. Cloud, MN
Strawberry Lane, St. Cloud, MN | 333-333-3333 | shannon@home.com
July 14, 2023
Supervisor’s Name
Supervisor’s Title
Company’s Address
Dear [Supervisor's Name],
Please accept this as my formal notice of resignation from my role as a talent acquisition specialist. Following the company’s resignation policy, I’ll be giving a two-week notice. My final day of employment will be July 28, 2023.
Thank you for the opportunity to work with you and your team. I have enjoyed the 10 years I’ve spent with this company and have added a plethora of tools to my toolbox. Most notably, I enjoyed the opportunity to attend career fairs and speak with students. It was a wonderful feeling to help a great job candidate find their perfect position within our company.
I’m happy to help in the transition of my role to another individual in any way I can. Please let me know how I can help train my replacement to make for the smoothest transition possible.
I will provide any training materials you need.
Again, thank you so much for giving me the opportunity to work for this company. If you need anything, feel free to reach me at 333-333-3333 or shannon@home.com.
Sincerely,
Shannon
Find the Perfect Job Match
Writing a letter of resignation is a crucial step when leaving a professional job. While it can be nerve-wracking, following a few simple tips can ensure a smooth transition and maintain a positive relationship with the employer.
The letter should be concise, focusing on essential information without going into unnecessary details. It’s important to maintain a positive tone and refrain from venting or criticizing the company or colleagues. Address the letter to your direct manager and consider sending a copy to the HR department. Include relevant details such as your job title, division, and location. Clearly state the date you will be leaving the company, following any notice period required by company policies.
It’s essential to understand the implications of your resignation, such as commission structures or ongoing projects, and ensure you’re aware of any commitments or obligations. Conclude the letter by expressing gratitude for the opportunities and experiences gained during your time at the company. When delivering the letter, tailor the approach to your specific situation, whether through email and a follow-up phone call for remote employees or a face-to-face meeting for in-office situations.
Regardless of the method, strive to keep the peace and leave on good terms.
Are you still looking for that perfect job before you resign? Are you still deciding if you should resign?
This article will help you find your perfect job match.
