When you make the decision to leave your job and move to a new location, you must give at least two weeks notice of your intention to resign. Keep reading to learn how to write a polite but firm resignation letter to hand over to your boss.
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Part 1 of 3: What to Say and How to Say It
Step 1. Make a clear and concise statement
The first line of your notification letter should clearly state that you will resign from your position at the end of the two week period. Don't use sentences that can give the impression that you're willing to stay longer or change your mind with the right offer.
- A good example: "This letter is an official notification of my resignation from [company name] as [job name], effective on [date of resignation]."
- A good example: "I hereby resign as [job name] at [company name], effective [date of resignation], two weeks from [today's date].
- Bad example: "I intend to quit my position as [job name]. Please let me know when is the most suitable time frame for you."
- A bad example: "If all goes as expected, I intend to resign from my position at this company two weeks from now."
Step 2. Give your boss at least two weeks
Today, most employees are not required to submit a resignation letter two weeks in advance, but it is still considered professional courtesy.
- If you quit sooner than two weeks, your future employer may wonder if you would do the same to them.
- If your company is currently entering a particularly busy period, you might consider giving "four weeks notice" in advance instead of just two weeks.
- Senior executives and employees at higher levels should also consider giving more than two weeks' notice. As a general rule, provide an amount of time equal to the amount of vacation time allotted to your position. For example, if your position gives you three weeks off, then you must also give "three weeks notice" in advance.
Step 3. Avoid stating the reasons behind your resignation
This is especially important if your reasons are somewhat problematic, but even if you want to leave the company on good terms, you should still avoid stating those reasons in a formal resignation letter.
- However, you must state this reason when asked directly to provide it.
- You should also provide a reason to share with supervisors and co-workers who will definitely ask why you are planning to leave. This reasoning doesn't need to be included in a formal letter, but it's still useful to be prepared when you're asked in person.
Step 4. Be both formal and friendly
The overall tone of your notification letter should be professional, but not so professional that you will come across as cold or stiff. Usually, you should write the letter in the friendliest tone of voice you've ever had with your boss.
- If your communication with your boss always follows a rigid professional structure, then follow that tone in your notifications. On the other hand, if you are communicating with your boss in a more personal way, don't be afraid to use a more personal tone. A personal tone is still appropriate as long as it's not casual and frivolous.
- A good example: “I am very grateful for the experience and development that has been given to me while working with you.”
- Bad example: “I formally certify, for the record, that I continue to uphold the highest respect for ABC Company and have no ill will toward any superiors or co-workers in this company.”
- Bad example: “Thanks for everything!”
Step 5. Set a positive tone
This letter will be the last document in your personnel folder, so it should leave a good impression. Even if you hate the job you're leaving and don't want to have anything to do with anyone at the company anymore, you should still leave the bridges behind instead of burning them to the ground.
- If your future employer contacted your previous employer, and heard that you left a positive resignation letter would make a good impression on you. It's also useful if the employee at the old company responsible for pulling your file doesn't know much about you.
- Never badmouth anyone in the company or criticize the running of the company in your resignation letter.
Step 6. Thank your boss
Enter a sentence or two thanking your boss for giving him the opportunity and experience of working at the company. Every job contributes to one's life, even if the cons far outweigh the pros.
- If your work experience has been mostly positive, make sure your gratitude is shown. Write something like the following, “I can't even thank you enough for the past three years. I learned a lot more than I expected and I really appreciate your kindness and patience."
- If your work experience has been mostly negative, give a generic thank-you note. Try something like the following, “I also want to thank you for giving me the experience over the past three years.”
Step 7. Tell your boss that you intend to complete major projects
As a final act of loyalty and responsibility, you should record any pending or current projects that could have failed without your help and promise that you will complete the project and will not leave the company in trouble.
- Ongoing projects and small projects that could be handled by someone else may be excluded.
- This will leave a good impression on your boss, so it's more likely that the boss will be willing to give you a good recommendation for another boss in the future if asked to do so.
Step 8. Offer post-resignation support
Since the company transitions to a different workflow after you leave, there will be some hiccups. In your resignation letter, offer to help the company through the transition even after your employment contract is over.
Provide a phone number and/or e-mail address that the company can use to contact you with any questions
Step 9. Close with a thank you note
Even if you have thanked them earlier in the letter, it is a wise idea to close the letter by restating your gratitude.
Example: “I will always be grateful to you and the staff of ABC Company for everything you have done for me.”
Part 2 of 3: Composing Letters
Step 1. Write a letter, not an e-mail
When submitting a resignation notice, you should write it down in a typed and printed letter rather than an e-mail. This letter must be submitted to your supervisor directly.
- While writing e-mails may seem easier and faster, they are generally considered less professional and generally disliked.
- Do not send your notification letter by post or your office's delivery system. That will cause delays, and by the time your boss receives the letter, your planned two weeks may already be halfway through.
Step 2. Type the date on the top left corner
As a standard rule for writing a formal letter, you must type the date in date-month-year format in the upper-left corner of the page. The month must be spelled with letters, while the date and year must be in numeric format.
- Example: June 26, 2013
- Remember that you usually don't need to include a return address as yours will be the same as your employer's address. However, you can use company letterhead with the address if that's what you prefer.
Step 3. Consider including the recipient's address
If you use company letterhead, you may choose not to include the recipient's address, as this is a letter sent from within the company itself. But including the address is a good idea, as it allows you to address the letter specifically to your boss.
- Write the title and full name of your boss in the first sentence.
- Write the street name on the next line and the city, state, and postal code on the next line.
- Skip one line between the date and address of the recipient. Skip one more line between the recipient's address and the greeting below it. The address itself must be single-spaced.
Step 4. Greet your boss directly in a greeting sentence
Your letter should open with “Dear. (name of employer)” and never use a vague or generic greeting such as “To Whom It May Concern.”
You should greet your boss in the same way you normally would, even if that method is a bit casual. For example, if you usually greet your boss by first name, write “Dear. Jennifer." If your relationship with your boss is only professional, use “Dear. Jennifer Smith's mother."
Step 5. Write the body of your letter
Skip a line after the greeting before you start writing the body of the letter according to the guidelines provided in this article.
- Each paragraph in the body must be single-spaced, but there must be a blank line between each separate paragraph. And also no paragraphs need to be indented.
- Make a letter in one page maximum.
Step 6. Use a warm cover
In order to maintain a friendly and positive tone, you should give a closing that looks warmer and more sincere than a typical ending such as “Greetings,” “Thank you,” or “Sincerely.”
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Some examples of covers include:
- My warmest greetings
- I have high hopes for your success
- Thank you so much for everything so far
- With the most sincere thanks and warmest wishes.
Step 7. Type your name and sign it
Type your full name four lines below the closing and put a signature between the cover and the name.
Part 3 of 3: Submitting Resignation Letter
Step 1. Deliver your resignation letter directly to your employer
The most professional way is to hand in your resignation letter to your boss the first time and personally.
- Usually you have to schedule a meeting, but if you work for a small company and have a close relationship with your boss, you may be able to come to his office unannounced.
- Close the door behind you when you enter to keep the conversation private.
- Present the resignation letter to the employer and explain, when you submit it, what it is.
- Chances are your boss will discuss the situation with you. Even if the letter already answers the questions asked of you, answer each question completely.
- Say thank you when you leave the room and shake hands.
Step 2. Hand over a copy of the letter to who needs it
This varies by company, but typically, the Human Resources department will need a copy as will your supervisor.
Coworkers, mentors, team members, and clients should be personally notified of your resignation. They don't need a certified copy of your resignation letter
Step 3. Work hard until the end
If you are asked to complete major projects before leaving when you write the letter, you must comply and complete the projects.
- Even if you don't make any appointments, you can't slack off during the last two weeks of your job. The transition will be difficult for everyone, and it is your professional job to make the transition as smooth as possible for the employer you are leaving.
- On the other hand, if you suspect the company is treating you unfairly because you've announced your resignation, don't let them take advantage of you or drive you crazy with an inhuman amount of extra work.
