In most cases, a resignation letter is a formal letter of intent to resign (typed, printed, and signed). However, depending on your job and the standard form of communication, it may be sent via email. Some companies’ human resources departments require that resignations be submitted on paper—either as a printed letter or an email attachment. For others, notification by email is acceptable. Here are two samples of intent-to-resign letters to use as an example for a letter you may want to send to your employer when you are leaving a job.
What to Include in Your Letter
Whichever format you choose, it’s important to let your employer know when your last day of employment will be. It is also a good idea to keep your tone positive, even if you are resigning due to problems in the workplace. Start out by informing your employer of your resignation and your final working day. While it is not necessary to explain your reason for leaving, you may choose to share that your decision has been predicated on family responsibilities or a new career opportunity. If you do decide to explain that you are moving on to a new job, express this simply, without denigrating your current employer or drawing unfavorable comparisons between your current and future positions. Finally, offer to assist your employer in the transition process that will arise from your departure. You may also offer to:
Update your notes on current project statuses that will not be complete when you leave Ensure that all project and client files are up-to-date Inform your team members of your pending departure date Offer to help train your successor if time allows
Please note that the following examples are intended to serve as generic models for you to customize to your own unique situation—you should not just copy and paste the text into your letter. Instead, add examples of things like the opportunities you have been provided during your job tenure (training, promotion, leadership opportunities).
Letter of Intent to Resign Example
This is an example of a letter of intent to resign. Download the intent to resign letter template (compatible with Google Docs and Word Online) or see below for more examples.
Letter of Intent to Resign Email Message Example
If you are sending your letter of intent to resign via email, be sure to include a specific subject line so your message will be read in a timely manner: May 14, 2021 Samuel LeeDirector, Human ResourcesAcme Software123 Business Rd.Business City, NY 54321 Dear Mr. Lee, I am writing to announce my resignation from Acme Software, effective May 28, 2021. It was not an easy decision for me to make. The past five years have been very rewarding. I’ve enjoyed working for you and working on a very successful team dedicated to providing top-level customer service. Thank you for the opportunities that you have provided me during my tenure with the company. Please let me know if there is anything I can do to help our department to transition to my replacement. I wish you and the company the very best and hope we can keep in touch in the future. Sincerely, Your Signature (hard copy letter) Lynn Rodriguez Dear Ms. Jennings: I am emailing you to inform you of my resignation from Calibrita, Inc., effective July 2, 2021. It was a difficult decision for me to make since I have truly enjoyed working for you over the past five years. It has been wonderful collaborating with a department team dedicated to providing top levels of customer service, and exciting to see how our combined teamwork has contributed to our overall business growth. Thank you for the opportunities that you have provided me during my tenure with the company. Please let me know how I can help to prepare our team for their transition to my successor. I wish you and the company the very best and hope we can keep in touch in the future. Sincerely, Allen Gould555-121-1234allen.gould@email.com
