Quitting a job can be an emotional experience for many people. Even if you’re leaving for a better opportunity, it can still be hard to say goodbye to coworkers and leave behind a familiar routine. When crafting your resignation message, it’s important to be professional, gracious and straightforward. Here are some quick tips for writing an effective resignation letter or email.
Keep it Simple
Your resignation message only needs to include some basic information. All you really need to convey is:
- Your resignation
- Your last intended day of work
- Your appreciation for the opportunities you’ve had
That’s it! There’s no need for a lengthy explanation or anything negative. Something as simple as the following works just fine:
“I am writing to resign from my position as [job title] at [company name], effective [date of two weeks from now]. I appreciate the opportunities I’ve had and the experience I’ve gained working here. Please let me know if you need anything during this transition period. I am happy to help make it as smooth as possible.”
Stay Positive
Even if you’ve had a bad experience, it’s wise to keep things upbeat. You never know when you might cross paths with your coworkers again. Here are some tips for maintaining a positive tone:
- Express gratitude – Thank your manager and the company for the opportunities you’ve had.
- Speak highly of colleagues – Say something nice about the people you worked with.
- Leave gracefully – Don’t burn bridges by being overly critical in your exit.
- Check emotions – If you’re angry or upset, let your letter sit overnight before sending.
You don’t need to gush insincerely. A simple “It’s been a pleasure working with such a talented team” or “I appreciated the chance to work on [important project]” goes a long way.
Provide Transition Support
Make it clear you want to do all you can to make the transition smooth for the company. Offer to help train a replacement or tie up any loose ends on projects.
Some good statements for transitioning duties include:
- “I’m very willing to help train my replacement to ensure a seamless transition.”
- “Please let me know if there are any projects or tasks you need me to complete before my last day.”
- “I’ll put together a detailed guide to help the next person in this role get up to speed quickly.”
Even if they don’t take you up on the offer, your manager will appreciate the gesture.
Express Availability to Help
Make it clear you’re available to answer questions that come up even after you’ve left the company. For example:
- “Please feel free to reach out if any questions come up about my projects even after my departure.”
- “I’m happy to answer emails/calls if my replacement needs any help getting up to speed after I’m gone.”
- “If there’s ever anything I can do to assist with a smooth transition, don’t hesitate to be in touch.”
This shows you’re committed to leaving them in good shape and doesn’t mind lending a hand if needed.
Confirm Logistics
Double check any logistics around your departure like:
- Final date of employment
- How you’ll hand off projects/duties
- Return of company property (keys, laptop, etc.)
- Personal belongings to collect
- Healthcare or other benefits termination
Don’t assume your manager will bring these items up – make sure they are clear in your message. You can simply say “Please let me know about returning my laptop and company keys on my last day” or “Could you confirm when my health insurance will terminate so I can plan accordingly?”
Say Thanks
End your message on a grateful note. A few examples:
- “Thank you for the opportunities, I’ve learned so much here.”
- “It’s been a pleasure being part of the team, you’ve all taught me a lot.”
- “I appreciate everything I’ve gained from my time with the company.”
Keep it classy and don’t burn any bridges! You never know where people will end up in the future.
Proofread Carefully
Before hitting send, review your message carefully to catch any typos or errors. Read it aloud and make sure the tone sounds polite, professional and upbeat. You don’t want a sloppy resignation message to be your last impression.
It can be smart to sleep on it and look again the next day with fresh eyes. You want your message to be clear, gracious, and error-free.
Sample Resignation Messages
To summarize, here are some sample resignation emails you can use as templates:
Short and Simple
Dear [manager name],
I am writing to resign from my position as [position name] at [company name], effective [last day of work at least 2 weeks out].
I appreciate the opportunities I’ve had here and your mentorship along the way. Please let me know if I can assist with the transition in any way. I wish you and the team all the best.
Regards,
[Your name]
Medium, With Details
Dear [manager name],
I wanted to let you know that I’ll be resigning from my role as [position name] at [company name] effective [last day at least 2 weeks out].
I’m very grateful for the experiences and growth opportunities I’ve had here over the past [number of years/months working]. Getting to work with [insert positive remarks about colleagues, projects, company culture] has been incredibly rewarding.
Please let me know the best way to transition my ongoing projects and duties before my departure on [last day]. I’m happy to put together detailed notes, spend extra time training my replacement, or anything else that will ensure a smooth handoff.
It’s been an absolute pleasure working with you and this outstanding team. I wish you all the best. Please keep in touch and let me know if you ever need anything.
Regards,
[Your name]
Long and Detailed
Dear [manager name],
I’m writing to inform you that I will be resigning from my position as [job title] effective [last day at least 2 weeks out].
I cannot thank you enough for the incredible growth and development opportunities I’ve had over my [X years/months] at [company name]. Getting to work with such a talented team has been a highlight of my career so far. I’m especially grateful to you for your mentorship and guidance along the way. [Add any other sincere compliments relevant to the job, manager, or team].
While I’m sad to move on from this role and will genuinely miss working with such an amazing group, I’m pursuing a new opportunity that will allow me to [expand my skills, be closer to family, etc. – keep positive about reasons for leaving].
Please let me know the best way to hand off my current projects and responsibilities:
– [Project 1] – I’m happy to create a detailed transition document and spend extra time training [new team member] over the next two weeks.
– [Project 2] – Let me know if you’d like me to complete any remaining tasks before my last day. I can provide any needed status updates or notes during the transition.
– [Ongoing responsibility] – I’ll put together a procedure document by [date within two weeks] to outline processes, key contacts, and recommendations to onboard my replacement.
In addition, I’ll plan to return my laptop, badge, and other company items on my last day. Please let me know if there are any other logistics I should be aware of. Also, could you confirm when my health insurance benefits will terminate so I can plan accordingly?
I wish you and the entire team the best. Please keep in touch, and feel free to reach out if you ever need anything. It’s been an absolute pleasure working here and I’m grateful for everything I’ve learned from you.
Best regards,
[Your name]
Key Takeaways
When crafting your resignation message, the most important things to keep in mind are:
- Be professional, positive, and appreciative
- Provide sufficient notice (at least 2 weeks)
- Make the transition easy by offering training and documentation
- Confirm logistics like final date, equipment return, benefits, etc.
- Thank your manager and the team
- Proofread carefully before sending
With a gracious, polite, and thoughtful resignation message, you can make your departure a smooth one and preserve positive relationships with your soon-to-be former employer.
Frequently Asked Questions
Should a resignation letter be handwritten?
Unless specifically requested, most resignation letters today are sent via email. A formal handwritten letter is not necessary, but could be a nice touch if you have a very close relationship with your manager. However, an email is generally preferred for record keeping and convenience.
How much notice should you give?
Two weeks notice is the standard in most industries. Providing at least that much time allows your employer to begin the process of replacing you and transitioning your work. Some roles may warrant more notice like 1 month.
Should you resign in person or via email?
Verbal resignations are fine, but you should always follow up in writing via email or letter to make it official. The written documentation helps avoid any confusion.
What if you don’t have another job lined up?
Even if you are resigning without having another opportunity secured, you should still aim to handle it gracefully. Avoid complaining or venting frustrations. Simply state you are moving on for personal reasons and offer your help with the transition.
Is it ever okay to resign immediately?
In most cases, no. Two weeks notice is the courteous minimum. Only in extreme circumstances like unsafe or illegal work conditions could an immediate resignation potentially be justified. And even then, legal advice may be prudent.
Conclusion
Resigning from a job in a professional manner requires being gracious, thoughtful, and focused on the company’s needs during the transition. A well-written resignation message can maintain positive relationships with soon-to-be former colleagues and make sure you depart on the best possible terms.
With some care put into the timing, tone, details, and logistics conveyed in your resignation message, you can craft one that benefits both yourself and your employer.
