Best Formal Resignation Letter Example (+ Free Template Download)
A resignation letter is written notice and formal statement to announce the author’s intent to relieve themselves of job duties and responsibilities. This letter informs an employer that the author intends to leave a position that’s currently held. A formal resignation letter is a highly professional way of informing an employer about the impending exit situation.
The letter acts as a formal notice to the supervisor, manager, boss, and employer of the impending resignation. This starts the transition period, where the employer transfers duties and responsibilities to a new employee or colleague who is responsible for replacing the existing employee's position.
A formal resignation letter includes reasons for resignation. Formal reasons for resignation include:
- Career change or a new job.
- Needing to relocate.
- Family illness or health issues.
- Seeking more upward mobility.
- Better salary or employee benefits.
- For a personal reason.
These reasons for resignation are considered professional, polite, and relieve the duties of the employee on a positive note. Once a resignation letter is received by the HR department, it is considered a formal notification of resignation. The final day of employment should be decided between the employee and their boss.
A notice period is usually two weeks of time. During this time, an employee and their boss will determine the appropriate next steps and goals for transitioning the job duties to another employee. Two weeks of time helps a current employer ensure a smooth transition of job duties, allowing efficient work to be conducted.
Tip: Providing ample notice period to a supervisor can ensure the position is being departed on a positive note. This can help to maintain a professional relationship between the employee and the supervisor. Allowing for the supervisor to be a resource for career advice at a later date
On the final day of employment, an employer, manager, or boss will normally conduct an exit interview. This provides the employee with an opportunity to provide feedback to their supervisor and employer. A good exit interview should be professional, constructive, and list three to four bullet points on how the current position can be improved for the betterment of the business.
Tip: If an employment contract is held, refer to the resignation details in the employment contract. Depending on the agreement, a notice period of longer than two weeks may be required by the senior executive.
Writing a Formal Resignation Letter
When writing a formal resignation letter, consider including the following:
- Include the current job title. In the body of the letter, include the job title being departed.
- Include a good reason for resigning. A professional reason for resigning will ensure the letter is formal in nature.
- Include a shared memory. Mention a positive shared experience.
- Ask to be a resource. In a formal letter, the resigning employee will ask to assist with the transition process and to be a resource to the company for the future.
- Keep the letter short. A 200 to 300 word letter is sufficient. Keep formal language, grammar, and AP punctuation when writing a formal resignation letter.
Resignation Letter Format
The following resignation format should be followed when writing a formal resignation letter.
Formal Resignation Letter Example
Below is a sample resignation letter.
Below are resignation letters and free templates.
By Job Title
- Maternity Leave
- Board Resignation
- Personal Reasons
- New Job
- Better Salary and Benefits
- Hostile Work Environment
- Unhappy with Management
- Unfair Treatment
- Immediate Resignation Letter
- Two Weeks Notice
- Short Notice Resignation Letter
- 24 Hours Notice
- Part-Time Job
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