resignation letter templates to guide you when you write your resignation letter

After you have signed an employment contract with a new employer or decided to take a break from work, your next step is to write a resignation letter. (While doing so, you should also consider the best way to tell your current boss that you are moving on to a new role.)

The importance of well-crafted resignation letters

Your resignation letter is not just a goodbye; it is a statement that echoes your work ethic and commitment. A well-crafted resignation letter not only serves as a formal notification but also leaves a lasting impression of your professionalism.

Crafting your letter of resignation is more than a formality; it is a pivotal chapter in your professional narrative. As you write your resignation letter, remember that the resignation process is integral to your career journey. It is essential to wrap up your tenure on a positive note.

How generative AI can help you write better resignation letters

Generative AI can help streamline the process of writing a resignation letter.

As we step into 2024, the landscape of professional communication continues to evolve, especially with the advent of generative AI technologies. One area where this technology is also impacting is the writing of resignation letters.

While most may continue to use conventional resignation letter templates, others may want to create a more personalised resignation letter, and this is where generative AI can help streamline this often daunting task.

AI-powered customisation

The most striking feature is the AI-powered customisation of resignation letter templates. Imagine a tool where you input details about your job, reasons for leaving, and the tone you wish to convey.

The AI then crafts a resignation letter that is tailored to your specific situation and aligns perfectly with the professional image you want to maintain. This personalised approach ensures that your resignation letter speaks directly to your experience and intentions, making the process less generic and more authentic.

AI-generated examples based on real scenarios

Generative AI can help you craft a more meaningful resignation letter when you want to create a personalised one. You simply explain your situation and provide as many details as you want into a generative AI tool, and let the tool generate a letter for you that resonates with your situation.

Sentiment analysis for tone adjustment

Some of us may struggle to balance honesty and professionalism in our resignation letters. And this is where you can use AI for sentiment analysis. It analyses the tone of your draft to ensure it comes across as professional and respectful and aligns with your intended message.

Language enhancement and grammar check

AI-driven language enhancement tools also play a crucial role in improving the clarity, grammar, and overall flow of the resignation letter. These tools go beyond basic grammar checks, enhancing the quality of your writing and ensuring that your final letter is polished, well-articulated, and error-free.

Related: The pros and cons of using AI to write resumes for job seekers

5 resignation letter templates

In most instances, a generic, professional-sounding resignation letter will suffice. By carefully considering the template that resonates with your situation and customising it with your personal details, you can navigate this process with confidence and grace, setting the stage for a smooth transition.

Here is an example of how a resignation letter would look like.

When writing your resignation letter, as it is a formal notice, be sure to include the current date and the address of your company, following standard letter-writing practices. It is an official document, so it is crucial to remain professional and polite throughout.

Even though you may be leaving due to personal grievances, you must not bring these to light in your resignation letter. You should discuss any further points in your exit interviews.

Here is a compilation of formal resignation letter templates to ease the pressure off you when writing your professional resignation letter. Using these examples of resignation letters, you can edit and personalise, where relevant, your situation.

1) Standard resignation letter template for all situations

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. My final day will be [date of last day] as per my notice period.

I would like to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learned a great deal during my time here and have enjoyed collaborating with my colleagues. I will take a lot of what I have learned with me in my career and look back at my time here as a valuable period of my professional life. 

During the next [notice period in weeks], I will do what I can to make the transition as smooth as possible and will support in whatever way I can to hand over my duties to colleagues or my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely,

[Your Name]

Related: Why do I need to tell recruiters and employers my last-drawn salary when making a career move?

2) Resignation letter template for career advancement

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

Following careful reflection, I have decided to step down from my role at [company name] to move forward in a direction that aligns more closely with my professional aspirations.

I am thankful for the opportunities and experiences provided to me during my tenure at [company name]. The valuable skills I have gained here are deeply appreciated and will undoubtedly benefit me in my ongoing professional journey.

In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.

Sincerely,
[Your Name]

Related: 5 steps to creating your career plan

3) Resignation letter template for pursuing a new role with a shorter commute

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

I have been offered another role that will halve my daily commute and allow me to spend more time with my family outside of working hours.

I have thoroughly enjoyed my time at [company] over the last [years and months of service], and I would like to thank you for all of the opportunities I have been afforded here.

In the coming weeks before [end date], I am fully committed to assisting in ensuring a smooth transition.

Sincerely,
[Your Name]

Related: Navigating hybrid work: Redefining traditional work patterns for success

4) Resignation letter template when giving advance notice

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from [company], effective [date]. I understand that transitioning a new person to the role of [position] will take some time, and I would like to provide as much notice as possible.

During my time at [company], I have learned a lot and grown professionally. Thank you for all of your guidance and support during my employment.

Please feel free to contact me with any questions about the projects I have been working on. I am happy to help in any way I can with the transition process.

I wish you all the best for your continued success.

Sincerely,
[Your Name]

Related: Building your personal brand: Tips and strategies for crafting the brand called ‘you’

5) Resignation letter template for a role that is not a good fit

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my time at [company name], I have come to realise that the scope of the role is, unfortunately, not what I had anticipated. As such, I would like to explore other opportunities.

Thank you for understanding; I truly appreciate all the support and guidance you have provided me during my time in the company.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Sincerely,
[Your Name]

Read more:
How to negotiate for a higher salary
5 ways to use negative feedback to your advantage
How to be more confident at work according to Asia's female leaders

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