Employment and HR

How To Write A Simple Resignation Letter (4 Sample Letters)

How To Write A Simple Resignation Letter (Sample Letter Included)YOUR RESIGNATION LETTER IS A BUILDING BLOCK TO YOUR FUTURE CAREER

Congratulations you’re on your way to something bigger and brighter but before leaving your current employer consider offering a proper resignation letter.

Don’t worry, If you are not sure how to present one I have four sample letters below you can download and copy.

First things first, don’t tell anyone not even your co-workers about your plans to write a resignation letter to leave the company. It will spread like wild-fire, trust me.

Keep that to yourself.

Quitting a job is never an easy task especially if you want to do it with grace because you’ve spent many wonderful years with your organization. 

On the other hand, you might not care because your current role is not for you and getting out as fast as you can is the best exit plan.

Before moving to Canada I had to hand in my resignation letter to a company I had worked for over 10 years.

I’m sure they thought I was going to be an employee for life since finding jobs in the UK can be tough.

At first, I was just going to write on a few lines on a piece of paper but then I quickly changed my mind for a few reasons,

  1. I didn’t mind my career
  2. I needed an excellent reference
  3. Keeping the professional network open. What if I needed to come back to the company?
  4. I was a professional leader and leaders always leave professionally

Luckily I had my way out, I was getting married and moving on and although I was very close to my boss and the rest of the staff it was a resignation letter they all approved of.

They wanted to see me happy and move on to bigger things because they knew I had the willpower to challenge my abilities and experience no matter where I moved to.

With terminating your employment contract comes many emotions mostly on the part of the employee but also the employer who may rely on your expertise to the company.

In saying that many senior-level positions in companies around the world have a higher turnover because of head-hunting and lucrative opportunities, so people leave.

Changing careers is not something new and human resources and management knows that if they want to keep the best of the best employees they have to offer them the best.

Sometimes though, that’s just not enough.

Whatever your reasons are for leaving your current employer it’s important to write a formal resignation letter to keep the lines of communication open and pleasant.

Leaving an employer on bad terms is never a good idea.

However, handing in two weeks notice to your human resources department is not only smart but even smarter from a legal perspective.

On the contrary, if you dislike your job and you’re lucky your employer may not want you to work during your last two weeks but will likely pay you for that time.

Some employers just get upset that you are leaving and would rather not see your face but will pay you to stay home.

Why do people resign?

  • Moving
  • New Employment opportunity
  • Retirement
  • Personal Reasons ( ex: Health, Divorce, Death, Marriage, Family matters)
  • Returning to School
  • Not liking their job
  • Not getting along with other employees
  • other reasons (starting a business)

Related: Can I get EI if I Quit my Job?

What is a Resignation Letter?

A resignation letter is a letter written to your employer by you to signify your plans to leave the organization.

A resignation letter is called by many names such as;

  • Two Weeks Notice
  • Letter of Resignation
  • Notice Letter
  • Formal Resignation of Employment Letter
  • Job Resignation Letter
  • Work Resignation Letter
  • I Quit Resignation Letter
  • Retirement Letter of Resignation

Why do you need a Resignation Letter?

Submitting written notice of resignation to your employer is courteous and signals that you care about the company as your leaving may come as a big shock.

If you are retiring most often the employer knows your time is near or you may talk about it because you are overly excited to do the things you’ve always wanted to do outside of work.

Most importantly a retirement letter is a paper trail of your resignation just in case something comes to bite you in the back-side down the road.

Besides, your employment contract might state you need to give x amount of weeks notice. If you signed that contract you are bound by it.

Always make sure to copy your resignation letter and file it at home for safe-keeping.

The resignation letter also helps your employer to recall important information such as your last day of work rather than having to contact you over and over.

It is not a legal requirement in Canada to give two weeks notice to your employer but if you are in a role that will be hard to fill it’s the smart thing to do.

People talk and it’s only fair to allow your employer the time needed to find someone who can step into your role before you leave the company.

During this time you can tie up loose ends, send out emails to your contacts and make sure everything is ready for the newly hired employee.

You can even help with the HR process of filling the role since you have working insight into what needs to be done and the type of person who could achieve success in the role.

There are times when you might not have the two weeks notice to give but just remember any notice is better than no notice.

Besides, if you are true to your new employer and let them know that you’d like to write a two weeks notice resignation letter to your current employer they will view that as honorable.

Some people think that if you work in a minimum wage job that a verbal resignation is all you need but always remember the extra step of crafting a resignation letter goes a long way.

Whether you are in a professional role or a non-formal role take the time to do what’s right for your employment trail.

If the company is shady or there have been some not so nice things happening towards others it might be in your best interest to just leave.

A resignation letter is still a smart idea but passing on the two weeks notice is up to you.

What should I include in my Resignation Letter?

There are a few guidelines to follow when drafting a resignation letter and one of them is to keep it simple and to one page. You don’t need to list drawn out reasons for your decisions just get straight to the point.

There really aren’t any rules when writing a resignation letter apart from letting your employer know the last day you plan to show up for work.

Whatever else you choose to divulge to your employer upon leaving the company is up to you.

This is what I included in my resignation letter;

  • My name and current role/position
  • The date I was delivering the letter to your employer (HR Department or Manager)
  • The reason why I was leaving the employer (In my case I was moving to Canada to be with my wife) – Optional
  • The time and last day with the employer and offerings of any help if needed to fill the role.
  • My signature at the bottom

I do think it’s important to add a few lines about your time at the company and in your role and perhaps offer any assistance if needed.

You could also offer to follow-up with a list of current projects or outstanding affairs that need to be dealt with so your management team is on the same page.

Someone has to take over your role whether it be a manager or new employee so knowing where to jump in will be a great help for them.

Whether they take you up on it or not is their choice but at least you aren’t burning any bridges since you were the one to initiate the resignation.

Tips for writing your Resignation Letter

  1. Always start with a draft
  2. Leave single spaces in between paragraphs
  3. If typing use simple fonts such as Times New Roman, size 12
  4. Include your employer’s address and the full name and role of the person you are addressing in the letter
  5. Check for accuracy before handing it in.
  6. Hand in person and not email unless you are in a different country. You may also opt for a telephone resignation.
  7. Put the resignation letter in a tall envelope so you don’t have to fold it.

4 Samples of a Simple Resignation Letters

Before you even consider writing your resignation letter always make sure that you have signed a contract with your new employer.

The last thing you need is to find out that they changed their minds and you have no job to report to.

At any rate, I still talk to my old boss in the UK because we are friends and it’s important to keep your network alive.

A good review is an important review especially on social media platforms such as LinkedIn.

Below are 4 Sample Resignation Letters that are from Word.

You can click on the link that will take you to the free downloads page where you can download the formatted word document to your computer to edit as needed.

Free Downloads Page (scroll to the bottom to Employment Resources)

Sample Resignation Letter 1 (simple resignation)

Your Name

Street Address

City, Postal Code

Date

Recipient Name

Title

Organization Name

Street Address

City, Postal Code

Dear Recipient Name:

It is with regret that I tender my resignation from the Organization Name board of directors, effective immediately.

I am grateful for having had the opportunity to serve on the board of this fine organization for the past number of months or years, and I offer my best wishes for its continued success.

Sincerely,

Your Name

Title

Sample Resignation Letter 2 Retirement

Your Name

Street Address

City, Postal Code

Date

Recipient Name

Title

Company Name

Street Address

City, Postal Code

Dear Recipient Name:

It is with a heavy heart that I submit my resignation. The last 15 years at Company Name have been wonderful. However, after 40 years in the publishing industry, it is time for me to retire.

I am looking forward to traveling, playing golf, and most importantly, spending time with my family, including my seven grandchildren.

My last day at Company Name will be Day and Date. I would be happy to meet with you at your convenience to discuss the transition of my duties to my successor.

I wish the company and all its employee’s much success in the coming years.

Sincerely,

Your Name

Title

Sample Resignation Letter 3 Dispute or Discrepancy

Your Name

Street Address

City, Postal Code

Date

Recipient Name

Title

Company Name

Street Address

City, Postal Code

 

Dear Recipient Name:

 

Please accept this as an official notice of my resignation. As you know, over the last six months, we have had many differences of opinion regarding the processes, work assignments, and goals for the Main Street project.

Our conflict has affected my ability to manage my team and has left me and many of my direct reports feeling uncertain about the future of the project. It is clear to me that you and I will not be able to resolve our differences.

Therefore, I feel that resigning is the best option for me and for the team.

My last day at Company Name will be Date. I would be happy to meet with you at your convenience to discuss the transition of my duties to my successor.

Sincerely,

Your Name

Sample Resignation Letter 4

Your Name

Street Address

City, Postal Code

Date

Recipient Name

Title

Organization Name

Street Address

City, Postal Code

Dear Recipient Name:

It is with regret that I tender my resignation from the Organization Name board of directors, effective immediately.

I am grateful for having had the opportunity to serve on the board of this fine organization for the past number of months or years, and I offer my best wishes for its continued success.

Sincerely,

Your Name

Title

The Exit Interview

Finally, before you leave Human Resources or a manager may want to schedule an exit interview with you so be prepared.

An exit interview is about finding ways to make improvements to the company and to talk about what you liked or didn’t like.

This is also a time for you to discuss the in’s and out’s of your last weeks at work, benefits, investments and when to expect your paycheque.

You can also ask where and when to hand in any uniforms, work tools or other employment-related materials that you have.

Discussion: Share your experiences with writing a resignation letter below.

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