Example Resignation Letter Template
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A resignation letter is a formal notification to your employer that you are leaving your position. It serves as a professional record of your departure and helps ensure a smooth transition. Here’s a template you can adapt, followed by explanations of each section:
Resignation Letter Template
[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Employer's Name] [Employer's Title] [Company Name] [Company Address] Dear [Mr./Ms./Mx. Employer's Last Name], Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Your Last Day of Employment]. I am grateful for the opportunity to have worked at [Company Name] for the past [Number] years/months. I have learned and grown significantly during my time here, and I appreciate the experiences and opportunities I have been given. [Optional: Briefly mention a specific positive experience or skill you gained.] For example: "I particularly value the opportunity I had to develop my skills in project management while working on the [Project Name] project." I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks. Thank you again for the opportunity to work at [Company Name]. I wish you and the company all the best in the future. Sincerely, [Your Signature] [Your Typed Name]
Explanation of Sections:
- Your Contact Information: This section includes your name, address, phone number, and email address. Ensure this information is current and accurate so your employer can contact you if needed.
- Date: The date you are writing and submitting the letter. This is crucial for documentation.
- Employer’s Contact Information: Include the name, title, and address of your direct supervisor or the relevant HR representative. Addressing it specifically avoids confusion.
- Salutation: Use a professional salutation like “Dear Mr./Ms./Mx. [Last Name]”. If you are on friendly terms, using their first name might be acceptable in certain company cultures, but err on the side of formality.
- Statement of Resignation: This is the core of the letter. Clearly state that you are resigning and specify your position. Use unambiguous language like “I am resigning from my position as…”
- Effective Date: This is the most crucial date in the letter. It clearly states your last day of employment. Generally, provide at least two weeks’ notice, or more if stipulated in your employment contract. Double-check your contract!
- Expression of Gratitude (Optional): This section is where you can express your appreciation for the opportunities you’ve had at the company. Be genuine and highlight positive aspects of your experience. Avoid negativity or complaints.
- Offer of Assistance (Optional): Show your professionalism by offering to help with the transition. This demonstrates your commitment to leaving on good terms. Specific examples, like offering to train your replacement, are helpful.
- Closing Statement: Reiterate your gratitude and wish the company well. This reinforces a positive and respectful tone.
- Closing: Use a professional closing like “Sincerely” or “Best regards.”
- Signature: Sign your name above your typed name. If submitting electronically, a digital signature is acceptable, or you can type your name.
- Typed Name: Type your full name below your signature for clarity.
Important Considerations:
- Keep it concise: The letter should be brief and to the point. Avoid lengthy explanations or personal details.
- Maintain a positive tone: Even if you are leaving due to dissatisfaction, keep the letter professional and avoid negative comments. Your resignation letter becomes part of your permanent record.
- Review your employment contract: Your contract may specify the required notice period or other stipulations regarding resignation.
- Proofread carefully: Check for any grammatical errors or typos before submitting the letter. A polished letter demonstrates professionalism.
- Deliver the letter appropriately: Follow your company’s policy for submitting resignation letters, which may involve handing it to your supervisor or sending it to HR. Consider sending an email as well as a hard copy.
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