Write a Killer Resignation Letter that Will Make your Employers Want to Hire You Again

Megan Green Megan Green February 26, 2020
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A resignation letter is a useful tool to leave jobs professionally. It does not matter which type of career it is. From large companies to the coffee shop around the corner, they all deserve to be treated respectfully. To write and send this notice also shows how professional one is.

In this way, the boss is officially notified of the employee’s decision. And now he knows that he will have to find another worker for the job. Let’s take a look at the best guide to do this in 2020.

Table of Contents

  1. What to Include in the Resignation Letter
  2. What Your Quit Letter Shouldn't Say
  3. When to Give the Resignation Letter to Your Employer
  4. How to Write a Professional Job Leaving Letter
  5. Resignation Samples
  6. FAQ section

Don’t Forget to Send Your Letter of Resignation With About 2 Weeks Notice

Those who are changing careers or just leaving should hand in what is called a letter of resignation. It is a custom to give these texts at least 2 weeks in advance. This way, the employer will have some days to accommodate. And maybe even look for a new employee to fulfill the tasks. Anyone who has to announce that they are resigning has to follow a certain format and rules to write. Let’s take a look at some of them below.

Things Your Letter Ought to Have

The first thing is, of course, the reason for quitting. Put it in writing and state clearly when and why the decision to resign came up.

  1. Use date for resigning: this makes it clear for the employer to know when the new employee has to start. It is also good for the one who is quitting so they don’t have to come by on that date.
  2. A thank you detail: It’s also good to be nice to those who are nice to one. So, try to thank the owner of the business for all the growth opportunities provided. This will preserve your career for sure.
  3. What will happen with the job in the future? This is a pain point for the ones who are left behind. A manager, for example, will be forced to find another person to complete the job. So, those who have a good relationship with their employers might suggest training the future employee, for example. But this is optional.

What your Letter of Resignation Shouldn’t Say

There are some things this type of letter should not state. No matter if they are true or not, polite employees will keep some events or opinions to themselves.

Some examples are below:

  • Forget about mentioning the reasons for resigning. In particular, if these have to do with money, job conditions, or even emotional ones. Nobody has to know if competitors offer better features.
  • Also, try not to use many details about the things you did not really like about the position. The past is gone; learn from mistakes in the future.
  • Keep emotions out of the text. Use language like a pro and behave like one.

When to Give the Letter to Your Employer

It is crucial to find the best moment to hand in the letter. There are some places that regulate this timing by law. Yet, it is polite to let your employer know that you are leaving at least two weeks before doing so. Remote workers can send the text via email instead of handing in a paper copy.

Guide to Writing the Best Resignation Letter

There are certain tips and a structure to follow for those who want to behave like pros. It’s true that such a situation is not easy to handle. In particular, for people who are leaving in not so, good terms change careers. Some features are for it to be brief. Nobody wants to read watery facts when dealing with business. Also, it is not wise to mention the good things about the following role. Instead, the focus has to be on the one that is left behind. So, you can use these ideas to craft the best letter possible.

Paragraph 1: Give Personal Info

Give-Personal-Info

The first thing to do is to identify oneself. Thus, the things to mention are the name, career, and, of course, the business. It’s true that the person who is going to read the letter already knows this. But it is a formal piece, so don’t forget about them!

Paragraph 2: Always Remember the Good Moments

Always-Remember-the-Good-Moments

Try to mention the good things about the job and the experience. There must be at least one aspect that the person learned during their stay in the workplace. Maybe it is related to a skill, using resources, or work in a team. Say thanks, and keep a good relationship for the future.

Paragraph 3: Be There in Case They Require You

Quitting a position is not a sin. Yet, it can become an issue for a boss. Not only because they are losing a valuable person, they already know. But also because they require to start the search for someone new. Offer to be there in case they require more days before you go.

Paragraph 4: State All Your Tasks

State-All-Your-Tasks

Being polite also includes saying to others the value you had in the position. This way, it will be easier for the next person to pick up the tasks you were doing. Though this is not really required, a manager can see this as a goodwill gesture.

Paragraph 5: Have Personal Data Ready for the Future

Work relations and contacts make up an essential part of the business. That is why it is wise to leave an email address or a phone number so anyone can reach you if they need you in the future. Of course, it will depend on how well you end with them. And on the interest a person has in working with the company or not.


Samples to Write a Killer Quit Letter

This type of notice should be polite and tactful. And doing this while leaving a job may be hard to achieve. These samples may be a good source of inspiration to craft the perfect one.

Sample of a General Job Leaving Letter

Here is a useful model for writing this type of text for leaving a sample. Bear in mind that it is not necessary to include a reason to do this.

[Date]

Dear [boss’ name],

This letter is to inform you officially about my resignation from my current job post of [name of the job] with you. My last day of work will be [date in which one leaves].

As I understand that this could be unexpected, I’m willing to aid in training the novel member of the team that will replace me during my last weeks in the career. I’ll leave clear instructions for my successor, as well as detailed records.

Sincerely,

[Name, surname, and signature]

Template to Give a Two-Week Notice

Dear [name],

I am writing to notify you of my resignation from [company], which will be effective two weeks from today.

It took me some moments to decide this was the right decision to make. I have grown and learned a lot during the time that I have worked for this office.

I would like to thank you for the opportunity of working for this business and growing with it. I sincerely wish you the best and hope I can be of help during the transition period.

Sincerely,

[Name, surname, and signature]

Sample 1

Thankful Letter That Describes a New Opportunity

Dear [name],

I would like to let you know that I resign from my role as [name of the job], effective on [date].

I have learned and grown a lot during my time here, and it has helped me to become the professional that I am today.

I have been offered another position as [new position]. And while working for this company has been truly rewarding, I cannot wait to see what the future holds for me in a more senior role.

Please, let me know if there is anything I can do during the transition.

Sincerely,

[Name, surname, and signature]

Sample 2

Brief and Thankful Letter

Dear Mr./Ms. Last Name:

I would like you to please accept my resignation as a content manager at this workplace. I will resign on August 8.

I have really enjoyed working with this fantastic team over the years. The tasks I undertook helped me grow professionally personally.

Let me know if you need my aid in the future.

Best wishes,

Maria.

Templates to Write a Successful Resignation Letter

Writing this type of text is not easy. It requires a lot of tact to be able to leave a company on a good note. This template for letters may come in handy to achieve this.

Template 1

Ideal for Independent Workers

Dear [name of the coordinator],

I wanted to let you know that I have been offered a full-time job for [new company’s name]. So, I would appreciate it if you took me out of your freelance list. I will complete my last assignment [name of the assignment], which I will hand in on [date]. I can receive the payment for this task through the usual means.

In case you need me to revise my work for changes, I will be available until [final date].

Working together with this team during these [period in which one worked with the company] has been a wonderful experience, and I would like to thank you for the opportunity. Please, let me know if I can be of help during the transition.

Sincerely,
[Name, surname, and signature]

Template 2

Ideal for People in Hierarchical Positions

People with hierarchical positions will need to give more detailed explanations of why they are abandoning, together with an accurate plan of action for the transition.

Dear [name],

This is to inform you that I am resigning from role as [current position] for [current company], effective on [date].

I have taken this decision after a lot of consideration. I deeply respect all of the people who I have worked with and am proud to call them my colleagues.

From [starting date of the job], I will work for [the company’s name] as [job position], and I am sure that all I have learned during my time with this company will be a great asset.

I recommend [name of a colleague that could replace you] to fill this position when I am gone because of his/her hard work. I am sure he/she will be able to help the company grow.

Thank you for understanding,

[Name, surname, and signature]


FAQ Section

Does a Resignation Letter Have to Be in an Envelope?

Most of the time, no letter of resignation is necessary. This is usually done verbally. An employee should only compose this text only if he or she is requested to do so. In that case, he or she should hand over the text in an unsealed envelope. The employer should then issue a note of acceptance confirming the details laid out in the document.

Who Do You Address a Quit Letter to?

Address it to the manager. There’s no need to send such a document to the owner or CEO – addressing it to a line manager is fine. This is the person who will receive the text and initiate an employee’s quitting process. Keep it formal by addressing it to “Dear”, even if the relationship at work is casual. Make sure to date it and state clearly the position that is being resigned.

Are These Letters Confidential?

No. In legal terms, letters are not confidential. Nor are oral discussions about quitting between an employee and a manager. However, the employer can agree in advance to keep it private. If they do, get that agreement in writing (even an email or text message).

Can I be Fired After I Resign?

An employer can fire a worker after giving notice. He can terminate the employee at any time for any reason, other than an unlawful cause. That’s because most employees are considered employed at will. This means that the company can fire them at any time for no reason (with a few exceptions).


Be Polite, Think About the Future

The most important tip for a sample resignation letter is to be polite in them, no matter how the experience in the position was. Showing employers that working with them was a positive experience would mean ending the contract on a good note. This, in turn, will definitely come in handy for future recommendations, or even come back with better terms.

Published: December 23, 2019 | Updated: February 26, 2020
Megan Green

Megan Green

Megan is a writer who works at the junctures of science and stories. Previously, she has been the editor of a fashion magazine, an educator, mom, and a baker. She is keen on working with brands and lifestyle products, and outdoor tasks. Megan is outgoing, optimistic and has a great personality. She delivers top-notch content with a unique view on usual things.

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