There eventually comes a time when you will decide to quit your job. Maybe you’ve found a better position elsewhere, or you need to leave a toxic work environment.
Regardless of the reasons, the next thing after you’ve decided to leave is to tell your boss – which can often be awkward. But remember – nobody is expected to stay in a job forever, so resignations are just a part of business.
You need to let your employer know your intentions in writing even if you’ve verbally communicated this to your boss. Putting it in writing keeps everything organized and creates a paper trail that most organizations need to start the process of ending your employment and finding a new candidate.
What is a Resignation Letter?
A resignation letter or resignation email is a formal record for HR and your employee file that informs them you are quitting your job. It lets your employer know when your last day of work will be so that they know the time horizon to find a replacement, train someone else or hire externally. It is also a traceable record of the timeline needed for things like payroll, retirement funds, and health benefits.
Two weeks is the standard amount of time from when you announce you’re leaving to your last day at your job.
A resignation letter is a formality that also ensures you get the exit benefits you are entitled to, such as unused vacation pay. It also maintains a professional relationship between yourself and your employer, which can be helpful if you want to use them as a reference in the future.
Don’t burn bridges – no matter how unhappy you were with the job you are leaving.
To this end, it is advisable NOT to do the following:
• Don’t explain why you are leaving.
• Don’t vent about the downsides of the job, your coworkers or the company.
• Don’t brag about what you’re doing next.
• Don’t send a poorly edited letter with errors.
Keep the tone positive and professional, so that your resignation letter doesn’t work against you in the future.
You resignation letter should stick to the basics, and not be more than one page (two or three paragraphs) in length.
6 Key Parts of a Resignation Letter
There’s a formal structure to follow for a letter of resignation, but don’t worry – it’s not complicated.
1. Clearly state your intention to resign.
There is no need to use vague wording – state your intention to resign clearly and directly.
2. Clearly inform your employer when your last day of work will be.
Give a specific date for your last day of work so your employer has time to plan for your replacement.
Two weeks’ notice is typical. But this is not a legal requirement in most cases. (Consult an employment lawyer if you have any questions or concerns.) Your employee handbook or contract may specify a different notice period that you should follow.
You may decide to give more notice if you’re in the middle of a big project or want to finish the season or term. On the other hand, you might give less than two weeks’ notice if there are pressing reasons you need to leave sooner.
3. Offer to assist your employer.
If you’re on good terms with your employer, you may offer to train or create training materials for your replacement that will make the transition easier.
4. Say thank you.
Even if you are not happy with your current situation, remember to be courteous and grateful for the opportunity that the job gave you. Thank your employer for the opportunity, for what you learned, and wish them continued success in the future.
5. Add your contact information.
Include a way the company can contact you, such as your email address or phone number. Sometimes an organization may need to reach you about any outstanding items.
6. Sign and date the letter.
If you submit your resignation over email, you don’t need to worry about dating your letter, as it will be time stamped.
That’s it! All that is left to do is perform you job to the best of your abilities until your final day.
