How to write a resignation letter (with sample)

Whenever you leave a job, it’s important to give your boss formal notice along with a letter of resignation.

A letter of resignation is a professional courtesy that should be given every time you leave a job. It also acts as an official notification to your employer that you are giving your two weeks notice.

It’s good practice to inform your boss in person first about your plans to leave, so they aren’t caught off guard by a letter of resignation or email they weren’t expecting. Send the letter by email right after you talk with your boss.

What to include in a letter of resignation

**A letter of resignation should be short and straightforward. **

• Include the date of the letter
• State you are leaving your position
• State your last day of work – be sure to give at least two weeks’ notice!
• State your reason for leaving (this is optional)
• Offer to help with the transition
• Thank your boss for the experience at the company
• Provide your contact information

Reasons for resigning

Do you or don’t you reveal your reason for leaving? It’s not necessary to tell your boss the details; in fact, you can save any details (or none!) for an in-person conversation.

Here are common scenarios and how to talk about them.

Leaving for another job

Found another job? Yes, you can say it, but consider the impact on future references. Are you going to a competitor? Don’t state that in the letter, but simply say you’ve been offered a new opportunity.

Moving on to another industry? This is a fact that’s OK to state without jeopardizing a positive job reference.

If the job means a move to another city or state, say that.

Leaving for personal reasons

Caring for a sick relative, handling complicated personal business, or you just don’t like the job are all personal reasons for leaving a job.

Regardless of the reason, keep any explanation brief. Don’t like the job? It’s best you keep that to yourself. Just say you’re leaving for personal reasons. You don’t need to elaborate beyond that.

Sample letter of resignation

Below is an example letter you can use.

February 1, 2021

Dear Ms. Smith,
I’d like to inform you that my last day at EQR Warehouse will be February 15, 2021.

{New job option}

I’ve learned so much as a warehouse worker here at EQR, but I’ve been offered a bookkeeping position at another company, which I’m excited to take. Please let me know what I can do to help train a new associate, or anything else I can do to help with the transition.

{Personal reasons option}

I’ve learned so much as a warehouse worker here at EQR, but personal circumstances make it necessary to leave at this time. Please let me know what I can do to help train a new associate, or anything else I can do to help with the transition.

Thank you for all the advice and guidance you’ve given me at EQR. Please don’t hesitate to contact me with any questions.

Kind regards,
Suzanne Flett
[email protected]
617.555.1212

Leaving a job with grace and professionalism is just as important as looking for a job the same way. Follow our tips for writing a solid letter of resignation and you’ll be sure to leave a lasting, positive impression.