A resignation letter is an extremely important official document you submit to your Manager and HR while leaving a job. So it’s worth spending a little time on the letter to make it right and polished.
The first principle of a good resignation letter format is that it should be short. Get straight to the point by addressing the letter to your boss or HR, depending on who you want the information to reach the most.
The Correct Resignation Letter Format states your departure date and what you'll be doing next. Even if you don't have anything lined up yet, it's okay to keep it vague like saying you're exploring the next chapter of your career.
Finally, address the next steps in your departure, including timing and your commitment to handing off assignments and responsibilities smoothly. This is an offer for what you can do to help with the transition.
What to avoid in the letter
Avoid providing any kind of negative feedback or criticism in your letter. Don’t get into a blow-by-blow critique of the company’s shortcomings.
Even if you have complaints, it's better to wait to discuss them during your exit interview. This is a more appropriate time to talk about any problems you had during your employment. If you're leaving because of misconduct or another major issue, you should file a report or complaint to HR. Your resignation letter is not the right place to address these concerns.
How To Format a Resignation Letter or Email
Resignation letters should be simple, short, and written in business format. You can use any traditional font.
Length of your Letter: Most resignation letters are not more than one page.
Font and Size: Use a traditional font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 - 12 points.
Resume Format: A resignation letter should be single-spaced with a space between each paragraph. Keep paragraphs maximum to three. Use equal margins and align your text to the left (the alignment to the left is used for most business documents).
Resignation Letter Format Sample
Use the below template when you’re sending the letter to your manager after telling them you’re leaving. You can also add the HR department in the cc.
As I’ve mentioned earlier, I’m resigning from my position as <your designation>. My last working day will be 15 November 2022.
This was not an easy decision, but as you know I’ve long wanted to make my transition into (field/industry) so I’m leaving for a role that will allow me to take my career in that direction.
I’ve really enjoyed my time working at XYZ company and on this team. I’ve learned a lot that I will take into my next position. Thank you for your support and for the opportunities you’ve given me over the last XX years.
This is the part where you can add some specifics about projects you are proud of or other accomplishments. For example, “During my time here, I especially enjoyed working with the analytics, sales, and marketing teams to launch our product campaign.” or “The past XX years have been a phenomenal experience for me. It’s been a pleasure to manage the company’s most profitable portfolio, exceeding our targets every year.”
I'd like to have a meeting with you to discuss my initial ideas for how to transition my projects and responsibilities over to you. I'm committed to making this process as smooth as possible for everyone involved.
I wish you and the team continued success and hope to keep in touch.
Thanks for everything,
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Also read: Cover letter for your job