Formal Resignation Letter


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How to resign with a formal resignation Letter? What style is appropriate for a professional resignation letter? We provide a perfectly written formal resignation letter that fits your needs!


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How to resign with a formal resignation Letter? What style is appropriate for a professional resignation letter? How do I write a short letter of resignation? We provide a perfectly written formal resignation letter that fits your needs! 

There is a time of arriving and a time of leaving. 

So, you have accepted another job offer and are about to leave your current job that, until recently, was very important to you. Keep in mind that no one outside of your company needs to know the reasons for your departure. Do not allow the events that led up to your decision cause you to be negative in the way you behave.

What style is appropriate for a professional resignation letter?
Whatever the circumstances surrounding your resignation there are key aspects to remember:
  • Keep it concise – less is definitely more
  • Keep it factual – emotion should not enter here
  • Keep it professional – use positive language
  • A good tip when writing a resignation letter is to write it, sleep on it and edit it. This will enable you to take out any emotion, good or bad, and stick to the facts.

What should be included in a professional resignation letter?
There is a formula to writing a resignation letter:
  • Date of leaving; ensure to take into account  your notice period
  • Why you are leaving
  • Offer to help with transition; advise that outstanding projects will be completed
  • Thanking your employer for the opportunity Remember, new employers tend to take the side of former employers over the job candidates when checking references, some will conduct full background checks. It is very important not to alienate a former employer, wherever possible, for your future career.

When you want to quit your job, it's best to make a written announcement and keep a few week's or months' notices. At least 2 weeks would be the absolute minimum in many countries. It’s important to formalize your departure by notifying your employer in writing with a formal retirement letter. The letter should include the details of your departure, such as the date you are resigning/retiring, which will be the last day you work. You may be able to negotiate about the exact retirement date since it might be mutually beneficial to change the date for you and your employer.

If you can help during the transition that will follow your resignation, mention this as well. Make use of our resignation leave letter template to help to come to a perfect personalized version. The objective of writing this letter is to announce your retirement date to your boss or HR manager and to request a meeting to discuss the handover and other formalities.  

Whether the letter is formal, or not, we advise putting the reason for the leave in the first paragraph of the letter's body. In the paragraphs following, you can use examples to support your main argument. In the final paragraph, you need to summarize the purpose of your letter and suggest a suitable course of action to follow. Do not indent the paragraphs. But instead, leave an empty line between each paragraph. Close the letter without indentation, leaving three or four lines for your signature between the closing and your typed name and title. 

The way you present yourself is important and should always get your utmost attention. There are many rules to follow when writing a formal letter like a Formal Resignation Letter, and these are the essential rules to follow:

Step 1: Type your address
Type your address and telephone number, flush left on the top of the page. It is not necessary to include your name or title here, it will be included in the closing.

Step 2: Type the date
Type the date, in the format: month, day, and year on one line below your address and telephone number, flush left. 

Step 3: Type the recipient's address
Type the name of the recipient's, include the title, and address one line, flush left. Whenever possible, address the letter to a specific individual. 

Step 4: Type the salutation
Type the recipient's personal title and full name in the salutation, one line after the recipient's address, flush left, followed by a colon. Leave one line blank after the salutation. Hereby a suggestion: use the recipient's full name unless you usually refer to the individual by a first name. 

Step 5: Compose the letter
In the first paragraph of the letter's body, you state the purpose of the letter. In the paragraphs following, you can use examples to support your main argument. In the final paragraph, you need to summarize the purpose of your letter again and suggest a suitable course of action to follow. Do not indent the paragraphs. But instead, leave an empty line between each paragraph.

Step 6: Close the letter
Close the letter without indentation, leaving three or four lines for your signature between the closing and your typed name and title. 

Useful sentences for formal resignation letters:

  • Dear Mr., Mrs. Supervisor,
  • Dear Mr./Mrs. {{Supervisor’s Name}},
  • To Whom It May Concern, 
  • Dear {{Name of Recipient}},
  • Dear {{Manager}}, 
  • This is to inform you that I will be leaving my position and {{Company name}} effective as of {{date}}. 
  • This constitutes my {{number of weeks}} notice period. 
  • I regret I must inform you of my decision to resign from {{name of organization}}.
  • In order to ensure a smooth transition and avoid any negative impact on my team’s production, I am happy to stay on for an additional {{amount of time.. 
  • For example, 2 weeks, 3}} days, etc}}, or a shorter amount of time per your discretion.
  • I am extremely grateful for having had such a wonderful opportunity to work for and with so many quality individuals here at {{name of organization}}.
  • Specifically, I’d like to praise the efforts of {{name of person{{s}} you’ve learned from}}, for {{teaching/showing}} me the benefits of {{explain what important lessons you learned or benefited from}}.
  • It has been a privilege to work at {{name of organization}} and to serve its customers over the past {{length of time}}. 
  • I would like to inform you of my intention to resign from a position, at the company, effective two weeks from today.
  • I appreciate the opportunities you gave me during my tenure at the company. 
  • I would like to inform you of my intention to resign from {{Position Name}} at {{Company Name}}, effective two weeks from today,
  • I appreciate the opportunities you gave me during my tenure at {{Company Name}}.
  • Please let me know what assistance you will require from me during the transfer period.
  • I, {{Name}}, hereby tender my resignation as: {{title}} {{office location}}
  • Last hour and date of actual service: {{time}}. {{Month/Day/Year}}
  • I here with submit my resignation from the post of {{position name}} in {{division}}. 
  • With your permission, I would like to add the following:
  • I am leaving {{organization name}}, a unique and great organization, with a rather heavy heart. After serving for almost {{years}} years, I have gained immensely from the knowledge and experience. I must admit that I take lot of good things from here, which should take me to much higher levels. 
  • Dear {{Name boss}}, please allow me to say that you have been my ‘Role model’ all these years and perhaps in the times to come.
  • It was fantastic working with {{name}} and I seek your guidance and best wishes from time to time. I hope you will spare little time in helping your old pal. I take this opportunity to thank you and other colleagues, who have made my stay in {{organization name}} very pleasurable.
  • Note: To avoid a delay in receiving your final check and to meet payroll deadlines, please submit resignation to your supervisor allowing adequate time to forward through the district director or department head’s office (minimum of two weeks prior to your last day of work for support staff or one month prior to your last day of work for professional staff).
  • Please route in Order Listed:
  • Acknowledged: {{Date}} {{Supervisor}}
  • Acknowledged: District Extension Director or Department Head
  • Processed: {{Date}} {{Human Resources}}
  • Approved: {{Date}} {{Associate Director}}
  • This section to be completed by the District or Department Leave Clerk:
  • Terminal Annual Leave: {{Hours}} to be paid after resignation date.
  • Accumulated Unused Sick Leave: {{Hours}} at resignation date.
  • Reason for resignation: {{Reason for resignation}} 
  • Permanent mailing address: {{Permanent mailing address}}. 
  • I will leave with many fond memories of my time here. I wish my supervisor, my team and {{name of organization}} my very best wishes for continued success.
  • We can also meet to discuss the status of each of the projects I have been working on. I am also available to cross train {{add in names of co-workers}} before I leave. 
  • {{All Company property will be returned at that time.}}
  • I would like to thank you for all of the opportunities that I have had whilst at {{Company name}} and I wish you all continued success. 
  • Thanks again for everything.
  • Yours sincerely,
  • Please let me know what assistance you'll require from me during the transfer period.
  • Thanks again for everything.
  • Yours sincerely,
  • Thank you. Yours sincerely,
  • {{Employee Signature}}                                                                    
  • {{Formal Name}} {{Title}}

Suggestions for a resignation letter and when you resign:

  • Inform clients, partners and other stakeholders: Make sure to communicate to everyone important that you’re leaving, and inform them who will be replacing you. 
  • Say goodbye to all your colleagues. Thank your co-workers and supervisors personally and/or via email.
  • Depart in a professional manner, this will be the impression that will last.
  • Encourage them to reach out while you’re still at the company if they have any questions or concerns.
  • Keep working hard until the end.
  • Continue to put in as much effort during your notice period as you did on your first day. 
  • Don’t miss work or come in late. 
  • Discuss necessary references you might need in the future when you apply for another job.
  • Avoid making negative statements about your company and/or colleagues, and don’t gloat about your new opportunity in person, through email, or on social media. You don’t want unprofessional statements coming back to haunt you. 
  • Make an exit interview appointment with HR and discuss the last payment: when it will be made and how unused holidays need to be processed and how to transfer any portable pension plans and company benefits.
  • Don’t air your complaints about previous issues you faced at work you never know whom you may be working with or for in the future. 
  • Make sure your company-issued devices are handed over in promptly and that your workspace is pristine when you leave. 
  • Remove any personal items, and organize both your digital and hardcopy files properly. 
  • Remind yourself of your reasons for moving on, and focus on the new opportunity ahead of you.
  • Do not feel guilty about leaving! 

Please consider that it might cause some stress for an employer who needs to find a replacement. Therefore, it's important to give the notice in time (especially check with your contract), perhaps two or four weeks in advance, which is often an accepted minimum period of time. As you know, communicating in a professional manner will get you respect and will bring you new opportunities in life and business. Therefore, we support you by providing this Formal Resignation Letter template and you will see you will save time and increase your effectiveness. Please note this template is provided for guidance only. Letters and other correspondence should be edited to fit your personal situation.

We hope you made the best decision and this Resignation letter sample can be of good use to you, in order to write a formal resignation letter. Download this set of formal resignation letter templates that can be used in different circumstances. Good luck with the next chapter!


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