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Switching jobs is a major change and saying goodbye to the one where you were comfortable is not a piece of cake. It takes a lot of courage to take up a new opportunity and start fresh in a new place, not knowing how it can turn out to be.
Regardless of what you feel, it’s important to take a step ahead in your life if your goals are bigger than your comfort zone. It’s easy to stay stuck in the same place, but it takes a lot of effort to change jobs for the sake of growth and learning.
Employees leave jobs for a variety of reasons, such as bad bosses, better opportunities, pregnancies, and much more. If you have recently received a better opportunity with higher pay and more learning chances and you’re planning to switch, then this post is for you.
Here’s a guide to help you write a resignation letter that not only leaves a positive impression on your boss but allows you to secure a ‘good employee’ badge in the long run. Keep reading!
What is a Resignation Letter?
A resignation letter is an official document stating your intentions to leave the company. It’s not a long document; however, it needs to be precise and polite to end your tenure on a positive note.
The contents of the resignation letter can be different depending on the circumstances. For instance, the reason to leave the job varies from person to person and so does the transition process.
8 Easy Steps to Write a Resignation Letter
Here’s a list of steps to write a resignation letter that lets you end the previous job on a positive note and maintain a good relationship with your boss.
1. Talk to Your Boss First – The Most Important Step
If possible, speak to your supervisor first before submitting an official resignation letter. This step is more important when you have a good relationship with your boss. They will appreciate you for giving this information personally rather than sending an email to them. You can politely approach them and discuss future prospects, so you can leave without any hard feelings with your old boss.
2. Make Your Intention Clear in the Letter or Meeting with the Boss
Your intention needs to be crystal clear during the meeting or in the resignation letter to avoid any confusion. Be clear and straightforward with your plans, and avoid hedging your words or apologizing to sound polite.
Remember that employees leave all the time, so there’s nothing bad in discussing it with your boss if you have found a better opportunity. Instead of giving unnecessary excuses, tell your boss why you want to leave the job and how the other will benefit your future plans.
3. Give Reasons for Your Leaving
Even if you’re leaving the job because of unfair treatment, less pay, etc. – don’t mention it. Avoid criticizing the company or talking about any bad treatment you received on your job. Instead, focus on explaining the new role and why it serves your future plans perfectly. You would not want to end your old job on a bad note, so try to be polite in your resignation letter.
4. Mention Your Last Working Day
The last working day on your job depends on the company’s policies and when you’re required to join the new workplace. If you have to join them urgently, then you should mention it during your meeting with the boss. However, it’s not polite to leave the old job with urgency as there are usually deadlines to meet, and finding a new employee puts pressure on your supervisor.
To make the process easier for everyone, give at least 2 weeks’ notice, so there’s plenty of time for someone to fill in your shoes. The moment you file for resignation, the employer starts looking for a replacement, so be specific and clear as to when will be your last day.
5. Show Gratitude
Appreciate and thank the employer for their support throughout your journey at the job. Some specific things that you can highlight in this section are the promotion you received or a pay rise you got during your tenure. Talk about your experience with the team and try to keep it general.
6. Talk about the Transition Plan and Offer Help
Once you’re done with it, talk about the transition plans to help the employer find and train a new employee. You can also prepare a training document or list down any helpful contacts to make it easy for them. You don’t have to go into each detail in the resignation letter. Simply mention how you can help and get it done before leaving the company.
7. Use a Positive and Polite Tone
One thing that you need to make sure of is using a positive and polite tone throughout the resignation letter to leave a good impression on your boss. Whether you had a good experience at the job or not, you must remember that it was a great opportunity for you to get going. Make the final days at your job easier rather than skipping work or missing deadlines.
It will save you from embarrassment if you ever cross paths with your old supervisors. Also, you might need their recommendation for any new job or future endeavors, so be kind and courteous in your approach.
8. Proofread before Sending!
Once you are done with the resignation letter, proofread it before sending it to your supervisor. Verify if you have written the right date of joining the new job and the notice period to avoid any issues in the future. Correct any grammatical errors and make sure it’s written in a professional tone.
General Template of a Resignation Letter
If you’re still confused about writing a resignation letter for a better opportunity, here’s a detailed template you can use. Fill in the information in the template, and you’re ready.
Template
[Your Name]
[Your Phone Number]
[Email Address]
[Date]
[Supervisor’s Name]
[Title]
[Organization]
Dear [Supervisor’s Name],
[Clearly mention your intention for leaving the job and write the date of your last day here.]
[Thank your supervisor and show your gratitude for the time you spent on the job.]
[Talk about a transition plan and offer your help (if possible)]
Sincerely,
[Signature]
[Your Name]
5 Common Reasons for Writing a Resignation Letter + Samples
Employees leave their jobs for plenty of different reasons, so the resignation letter is usually different for all of them. Here are some samples of resignation letters (specific to particular situations) to help you write them effectively.
Resignation Letter for a Better Opportunity
Dear [Manager’s Name],
I am writing this letter to inform you that I will be resigning from my [Position] at [Company’s Name]. My last working day will be [Date].
I am offered a new [Position] at [New Company’s Name] where I will be handling new challenges. I had a wonderful time at [Company] where I worked under wonderful bosses. I gained a lot of experience and I plan on using it in my future endeavors.
Please let me know if I can be of any help to ensure a smooth transition. It has been great to work with such helpful colleagues who offered me support throughout my time here. I’m open to helping my new replacement with possible training and documentation.
Sincerely,
[Your Name]
Resignation Letter for Continuing Studies
Dear [Supervisor’s Name],
I am writing to inform you that I will be resigning from my [Position] at [Company] as I’m applying for a Master’s abroad. My last working day will be [Date].
I feel honored to work under such talented managers and supportive colleagues who not only enriched me with valuable experience but helped me become better at my job. This company has been an integral part of my life, and I will always look at my time here fondly.
Please let me know if I can be of any help in training my replacement to make the transition smooth. You can contact me through email, phone, or in-person to discuss more.
Sincerely,
[Your Name]
Resignation Letter for Getting Married
Dear [Supervisor’s Name],
I am writing this to inform you that I am resigning from my [Position] at [Company] as I’m getting married in two months and my last day will be [Date].
I have enjoyed working here with the best colleagues and under the finest mentors. I have made lifelong friends here, but now I am ready to enter the next stage of my life with my husband.
Please let me know how I can help to make the transition period smooth. I am open to training the replacement during my notice period.
Sincerely,
[Your Name]
Resignation Letter Due to Health Issues
Dear [Supervisor’s Name],
I’m writing this letter to inform you that I will no longer be able to continue as an [Position] at [Company] due to some health issues. It’s pretty serious and needs to be dealt with urgently.
I have gained valuable experience from my managers and colleagues, and I will miss everyone. I wish them all the best of luck in their future endeavors. Kindly let me know how I can help with the transition process.
Sincerely,
[Your Name]
Resignation Letter Due to Family Emergency
Dear [Supervisor’s Name]
I regret to inform you that I am resigning from my [Position] at [Company] as I have to move with my family due to some emergency. I am giving a two-week notice, so my last day will be [Date].
Thank you for allowing me to prove myself as a valuable asset and learn from the best of mentors. I will always cherish the moments spent here with my wonderful team members.
Please let me know how I can assist you in making the transition smooth. You can reach me by email, phone, or in person to discuss this further.
Sincerely,
[Your Name]
Resignation Letter for Retirement
Dear [Supervisor’s Name]
After giving it a lot of thought, I have finally decided to retire from my position to spend the rest of my time with my family and friends. I am stepping down from my [Position] at [Company], and my last working day will be [Date].
I am lucky to work with the most supportive mentors and talented colleagues who made the experience at this company far more memorable. Thank you for allowing me to connect with each individual professionally and personally. I’ll always cherish the memories I made here with the team.
I would love to return the favor by helping you with the transition process either by training the replacement or by documenting the whole process. Please let me know how I can be of help to you.
Sincerely,
[Your Name]
Resignation Letter for Moving Abroad
Dear [Supervisor’s Name],
I regret to inform you that I am resigning from my current [Position] at [Company] as I’m moving to [Country] with my spouse and kids. My last working day will be exactly after one month from today.
It was a pleasure working within a professional environment and strengthening my skills under the best leadership. I wish the best of luck to my colleagues in their future endeavors.
I appreciate all the support I have received over the years and would like to offer the support back by assisting you in the transition process. Please let me know how can I be of any help to you.
Sincerely,
[Your Name]
Resignation Letter Due to Low Salary
Dear [Supervisor’s Name],
I regret to inform you that I am resigning from my [Position] at [Company] due to low salary as it does not cover my family’s expenses. My last working day will be on [Date].
Despite the low salary, I have received valuable experience under the best leadership. I have significantly grown in my career, thanks to all the support I received from my mentors. I’m grateful for the opportunity I received from the company and would cherish this time forever.
Please let me know if I can help with the transition process in any way. I wish everyone the best of luck in their future endeavors.
Sincerely,
[Your Name]
Final Words
Sending a resignation letter is the best way to communicate your future plans with your supervisors and leave with dignity from the company. Ruining your reputation by opting for ill means is highly not recommended. Always leave on a good note to avoid risking your reputation and future reference opportunities.
If you’re unable to write it on your own, use WriterBuddy to reduce the burden on your shoulders. It’s one of the best writing assistants to help you draft highly effective resignation letters to send to employers. Best of luck!
