How to write a resignation letter: tips and template - Main Region
How to write a resignation letter: tips and template
What is a resignation letter?
I wish you and the team all the best for the future – I hope we can stay in touch.
Below you can download our simple resignation letter template and additional advice.
Who to address resignation letter to
Why it’s important to write a resignation letter
What not to include in your resignation letter
Final resignation letter tips
How to write a resignation letter
1. Record today’s date and your contact details:
2. Address your letter to the right person:
3. State your intention:
4. Outline the key dates:
5. Express your willingness to assist in the handover:
6. Acknowledge the positive experiences you’ve had:
7. Sign off appropriately:
Conclude with your name and signature.
Resignation letter example
Here is a sample resignation letter template you can use:
Dear [Manager’s first name],
It’s with regret that I inform you of my resignation from my role as [job title] at [organisation name]. I am hereby giving you [insert your notice period – e.g. one month] notice of my departure, with my final working day being [date].
During this period, I am more than happy to help in any way possible with the handover process.
- Have your letter to hand: If you’ll be meeting your manager face-to-face, prepare your letter in advance so you can email it immediately following your conversation.
- Arrange a face-to-face meeting with your manager: Emailing your resignation letter to your boss without a prior meeting isn’t just awkward – it can come across as dismissive. So, arrange an in-person or video meeting to give notice. Plan what you’re going to say, be professional, clarify any uncertainties such as leftover pay and holiday, and thank them personally for the opportunity to work for them. Remember, they may be a future reference, so remain professional.
- Rehearse: If you are nervous about delivering your verbal notice, prepare for your meeting by reviewing your reasons for leaving and, if necessary, rehearse them out loud.
- Decide if you want to tell your manager where you are going: If you don't want to reveal your next employer, you're perfectly within your rights to keep this information to yourself. However, if you feel comfortable telling your manager the name of the organisation you are moving to and new position title, go ahead. Decide, too, if you want to share the start date for your new job.
- Be prepared for a counter offer: Communicating your decision to leave may lead to a counter offer. If you receive such an offer, carefully consider your options. Don't blindly accept. For instance, remind yourself why you wished to leave in the first place and what attracted you to the new role. Will accepting the counter offer change the reasons that drove you to look for a new job in the first place?
- Follow up: The period between handing in your resignation letter and exiting your role should be all about ensuring a seamless transition and concluding your time with the organisation on a good note. So, a few days after you send your resignation letter, follow up with a short email noting that you will tie up any loose ends and ensure your colleagues – and whoever may replace you in your own role – are well-equipped to manage the handover and the weeks and months immediately after you leave.
- Keep your news confidential: Finally, do not immediately start telling other team members about your departure. Your manager will appreciate being the one to decide who else to tell, and how and when to break the news to your team.