Write the Perfect Resignation Letter

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

When it comes to leaving a job, the letter of resignation is an essential document. It marks the official termination of the employee’s contract with their current employer and serves as a declaration of their intention to move on from the position. As such, it is important that this letter be written carefully and with consideration, in order to ensure that both parties leave on good terms and that no bridges are burned.

To assist those writing this important document, Genie AI, founded in 2017 as ‘the world’s largest open source legal template library’, has compiled some key advice. Millions of datapoints have formed our AI-driven dataset which outlines what a market-standard letter of resignation should look like - but it doesn’t end there; our community template library allows users to draw upon these templates while customizing them for their own needs without having to pay a lawyer.

When writing your letter of resignation, it is important to keep it clear and concise; there should be no ambiguity regarding when your last day will be or why you are leaving. It should also include your name and contact details at the top along with the date written, and be addressed directly to whoever you report into or who holds ultimate responsibility for your work (often this will be your line manager). While not essential, offering constructive feedback can demonstrate good faith towards the company - though caution must always be taken so as not to burn any bridges by saying anything too negative in such an official context

It is also important not forget why you are writing in the first place: gratitude! Taking time here to express kind words about all that they have done for you during your tenure may help make sure everyone leaves happy - after all, one never knows if there might come a day where cooperation or negotiations between both parties might prove mutually beneficial again further down the line.

Having finished assembling your thoughts into sentences - now all that remains is signing off! The final touch: signing with your full name (or initials) followed by today’s date ensures that everything said within holds water when viewed through an official lens – sealing off proceedings while leaving room for future opportunities being considered more seriously down the line if either party so wishes.

At Genie AI we understand how daunting crafting such an important document can feel which is why we’re here for support every step of the way; read on below for our step-by-step guidance and information on how access our free template library today!

Definitions (feel free to skip)

Salutation: An expression of greeting or goodwill, typically when beginning a letter, email, or other form of communication.

Gratitude: A feeling of appreciation or thanks.

Intention: A plan or aim to do something.

Transition: A process of change from one state or condition to another.

Agreed-upon: Agreed to by all parties involved.

Resignation: Giving up a job or position.

Follow-up: A subsequent action or event that is connected to a previous one.

Professional: Having qualities or skills that are typical of a professional person.

Contents

• Draft the letter of resignation
• Include a formal salutation and address the letter to the right person.
• Introduce yourself, state your position, and the length of your employment.
• Express gratitude for the opportunity to work in the company.
• Clearly state your intention to resign.
• Offer to help with the transition process.
• Provide your last day of work.
• Check the letter over for spelling and grammar errors.
• Print the letter and sign it.
• Put the letter in an envelope and address it to the appropriate person.
• Send the letter via the agreed-upon method.
• Notify your supervisor or direct manager directly of your resignation.
• Follow up with an email or written letter confirming your resignation.
• Update your resume and other professional documents.
• Prepare to transition out of your role.
• Return company property and collect any personal items.

Get started

Draft the letter of resignation

• Brainstorm the reasons for your resignation
• Draft a letter that states your intention to resign
• Ensure your letter is clear and concise
• Highlight highlights of your time with the organization
• Include your last day of work
• Offer to help with the transition
• Proofread your letter
• When you’re satisfied with the letter, you can move on to the next step of including a formal salutation and addressing the letter to the right person.

Include a formal salutation and address the letter to the right person.

• Start your resignation letter with a formal salutation such as “Dear [name],”
• Make sure that you address the letter to the correct person, such as your direct supervisor or the HR director
• If you are unsure of the name of the person, contact your supervisor or the HR department to confirm
• When you have the correct name, double-check that the spelling is correct
• When you have included the formal salutation and addressed the letter to the right person, you can check this step off your list and move on to the next step.

Introduce yourself, state your position, and the length of your employment.

• Include your name and the position you’re resigning from
• Give the length of your employment
• Be specific with your dates of employment
• Make sure to double-check that you’ve included accurate dates

You can check this off your list when you’ve included your name, position and dates of employment in the resignation letter.

Express gratitude for the opportunity to work in the company.

• Thank the company for the opportunity to be employed with them
• Acknowledge the skills and knowledge you have gained from working at the company
• Express how your time with the company has been valuable and a learning experience
• When you have written and included these points in your resignation letter, you will know that you have completed this step.

Clearly state your intention to resign.

• Begin your letter by stating your intention to resign from your current position
• Make sure to state the date you plan to leave your job
• Avoid using negative language when you state your intention to resign
• When you have clearly stated your intention to resign, you can move on to the next step of the guide.

Offer to help with the transition process.

• Offer to help with the transition process by providing any required documents, training or other assistance.
• Offer to stay in touch and provide any assistance needed after you leave.
• You can check this off the list once you have offered to help with the transition process.

Provide your last day of work.

• Include your last day of work in your resignation letter.
• You should make sure to include a date that you will be leaving your job, which is typically two weeks from the date of your letter.
• You can also include an earlier date of departure if you have agreed to do so with your employer.
• Make sure to double check that the date is accurate before submitting your letter.
• You will know that you have completed this step when you have included a date of departure in your resignation letter.

Check the letter over for spelling and grammar errors.

• Read your letter out loud to check for any errors
• Use a spell-checker to double-check any words you are unsure of
• Have a friend or family member read it over to get a second opinion
• Once you are satisfied that your letter is free of any spelling or grammar errors, you can move on the next step!

Print the letter and sign it.

• Get a hard copy of the resignation letter to sign.
• Print the letter and sign it with a pen.
• Make sure the signature is legible.
• Once the letter is printed and signed, you can check it off your list and move on to the next step.

Put the letter in an envelope and address it to the appropriate person.

• Collect an envelope, address it to your employer, and place the letter inside
• Double-check the address to make sure it is accurate
• Seal the envelope
• When the envelope is sealed, you can check this step off your list and move on to sending the letter via the agreed-upon method.

Send the letter via the agreed-upon method.

• Choose the method of delivery that was agreed upon with your employer, such as by mail, email, or hand-delivery
• If mailing the letter, be sure to include the correct postage and address the envelope correctly
• If sending via email, make sure to use a professional email address
• If hand-delivering the letter, make sure to dress professionally
• When you’ve sent the letter, make a note of it in your records
• You will know you have completed this step when you have sent the letter and noted it in your records.

Notify your supervisor or direct manager directly of your resignation.

• Schedule a meeting with your supervisor or direct manager to discuss your resignation
• Explain your reasons for leaving and the timeframe for your departure
• Ask for feedback and advice on how to best transition your work
• Thank your supervisor or manager for their support
• When you leave the meeting, you can check off this step from your list and move on to the next step.

Follow up with an email or written letter confirming your resignation.

• Draft a resignation letter using business letter format and etiquette, including your name, the date, the company name, and the manager’s name
• Include the date you plan to leave and a note of appreciation to your employer, if desired
• Sign the letter and keep a copy of it
• Email the letter to your manager and any other relevant parties at the company
• When you have received a response acknowledging your resignation, you can check this off your list and move on to the next step

Update your resume and other professional documents.

• Make sure to update your resume, CV, LinkedIn profile, and any other professional documents to include your latest job and any skills you picked up in your role
• If you’re planning on using your resignation letter for job searching, make sure to polish it and make it look as professional as possible
• Check to make sure that all dates, job titles, and other pertinent information is accurate
• Make sure to save the updated versions of your documents in a secure place
• You can check this off your list when you’re sure that your resume and other professional documents are updated and saved.

Prepare to transition out of your role.

• Make a list of people you need to inform of your departure - your manager, human resources, professional contacts, colleagues, etc.
• Begin to compile a list of any contact information you need to take with you
• If you have an exit interview scheduled, take time to prepare for it
• Start to collect any company property that you have (laptop, phone, etc.)
• Make sure you have a current copy of all work that you have completed or in progress
• When you have completed all the steps above, you can check this off your list and move on to the next step.

Return company property and collect any personal items.

• Identify any company property that you have in your possession and arrange for its return. This could include any laptops, keys, credit cards, uniforms, or documents.
• Make sure that any documents you have created are saved in an appropriate format and returned to the company.
• Collect any personal items that you brought to work, such as photos, plants, or decorations.
• Check your desk, drawers, and cupboards to make sure that you have everything that you need.
• Once you have returned all of the company property and collected all of your personal items, you can check this step off your list.

FAQ:

Q: Can I write a resignation letter if I’m in the USA?

Asked by Ashlee on February 1st, 2022.
A: Yes, you can write a resignation letter if you are in the USA. Depending on your state laws, there may be forms and rules that need to be followed when writing a resignation letter. Generally, the process for resigning is similar in all states and requires you to give your employer a written notice of your intent to resign. Depending on your state laws and your contract, you may be required to give more or less advanced notice of your resignation. It is important to consult with an attorney or HR professional in order to ensure that you are following all applicable laws and regulations.

Q: How important is it to remain professional when writing a resignation letter?

Asked by Katelyn on April 17th, 2022.
A: It is very important to remain professional when writing a resignation letter. Even though it may be difficult to maintain a positive attitude if you are resigning due to dissatisfaction with the company or job, it is important to remain professional and refrain from expressing negative feelings in the letter. Your resignation letter should be concise and direct, while also expressing thanks for any opportunities or experiences gained during your employment. Even though you may not be leaving under the best of circumstances, it is important to remember that how you leave will reflect on how future employers view you.

Q: Is there a difference between resigning from a job in the UK compared to the USA?

Asked by Tyler on August 12th, 2022.
A: Yes, there are differences between resigning from a job in the UK compared to the USA. In the UK, there is no legal requirement for employees to provide written notice of their intention to resign, however it is typically expected that employees give at least one week’s notice before leaving their job. In the US, most states have laws that require employees to provide written notice of their intention to resign. The amount of notice required varies from state-to-state so it is important for US employees to research their state’s laws before submitting their resignation letter.

Q: Is there any special wording I should use when writing my resignation letter?

Asked by Madison on May 23rd, 2022.
A: It is important to use professional and polite language when writing your resignation letter. You should make sure that you thank your employer for any opportunities or experiences gained during your employment and express appreciation for their understanding of your decision. You should also make sure that you are clear and concise when expressing your intention to leave and ensure that all relevant details regarding your last day of work are included in the letter.

Q: What should I do if I have questions about my contract when writing my resignation letter?

Asked by Nicholas on January 5th, 2022.
A: If you have questions about the terms of your contract when writing your resignation letter, it is important that you consult with an attorney or HR professional who can help clarify any ambiguities or questions about the language in your contract. It is also important that you understand any potential financial implications associated with leaving before your contract term has ended as this could have an impact on future employment opportunities.

Q: Do I need an attorney’s help if I’m leaving my job in Europe?

Asked by Joshua on July 4th, 2022.
A: Depending on where in Europe you are located, it may be beneficial to consult with an attorney prior to submitting your resignation letter as different countries have different labor laws that could affect the process of resigning from a job. In some countries such as France and Germany, there are certain requirements that must be met prior to officially submitting a resignation such as giving advanced notice or obtaining permission from your employer before leaving a job – so consulting with an attorney would be helpful in these cases. Additionally, it can be beneficial to consult with an attorney if you have questions about severance packages or other financial considerations associated with leaving employment prior to completing a contract term.

Q: Is there anything else I should include in my resignation letter?

Asked by Emily on October 10th, 2022.
A: While it is important that all relevant details regarding your last day of work are included in the letter (such as date of departure), it can also be beneficial to include any additional information that could help facilitate a smoother transition for both parties involved – such as contact information for colleagues who can take over any unfinished tasks or projects that were assigned to you prior to leaving employment. Additionally, depending on the relationship between you and your employer, it may also be beneficial to include positive comments about any experiences gained during employment which could help strengthen future relationships with employers or colleagues if needed at any point in time during your career journey.

Example dispute

Suing for Wrongful Dismissal:

• A plaintiff may raise a lawsuit alleging wrongful dismissal if they have been dismissed without following the necessary legal requirements, such as providing sufficient notice of termination or providing the employee with the opportunity to appeal the decision.
• The plaintiff could reference a letter of resignation in the lawsuit to demonstrate that they did not voluntarily resign, but were instead dismissed without due process.
• The plaintiff must be able to demonstrate that the dismissal was unjustified and that they suffered damages as a result.
• Damages could include lost wages, benefits, and/or emotional distress. The amount of damages may be based on the plaintiff’s salary, length of service, and other factors.
• Settlement of the lawsuit could involve the employer offering the employee a severance package, compensatory damages, or both.

Templates available (free to use)

Director Letter Of Resignation
Director Letter Of Resignation Merger
Director Letter Of Resignation Shares Acquisition
Secretary Letter Of Resignation

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