I often find myself in conversations about how best to resign from a role.  It is an inevitable step in any career pathway, but when the time comes to put pen to paper and formally express the decision to move on, it can be a surprisingly challenging task.  It is often bittersweet, signifying change, growth, and the closing of a chapter, and it is natural to feel a mix of excitement about the new opportunity, and sadness about leaving behind familiar faces.

The significance of a well-written resignation letter cannot be overstated, as it is an opportunity to maintain positive professional relationships.

Many people ask me to share a resignation letter template as capturing the right words in the right order can be daunting, often leaving people at a loss of where to begin.  Finding the right tone and striking the right balance between personal and professional can be a challenge.

Here is an example of the resignation email we use at RecruitableHub and a breakdown of the important components.

Hi [name of manager / supervisor / owner / HR manager],

Please accept this as a formal notification of my resignation from my position as [insert position] with [company]. As discussed on [insert date of meeting and verbal resignation], my final day is [insert day/month/year]. 

I would like to thank you for the opportunity to have worked in the [name of] team over the past [length of time working in this team]. The people are truly extraordinary, and I am proud to have been a part of it.

Kind regards,
Meg

How to draft your resignation letter

1. Address the recipient: start with a friendly and respectful greeting, addressing your manager, supervisor or HR manager by name.
   “Hi [Name of Recipient],”
2. Provide formal notification: formally state your intention to resign from your position.
   “I’m writing to formally announce my resignation from my role as [Insert Your Position] at [Company].”
3. Reference your in-person resignation discussion: it is professional to discuss your intention to leave before you send your written confirmation. Acknowledge the date you discussed your resignation verbally.
   “As we talked about on [Insert Date of Our Conversation],”
4. Specify your final date: clearly state in writing the date you will be finalising your work and and finishing with the organisation.
   “My final day with the team will be [Insert Day/Month/Year].”
5. Express gratitude and appreciation: ensure to comment on the positive experiences you have had, the team you have been a part of, and the projects you have been involved with. Mention your growth and opportunities presented to expand on your skillset and develop professionally.
   I want to express my sincere thanks for the incredible experience I’ve had working alongside the outstanding individuals in the [Name of Team] team during my time here. It’s been a journey I’ll cherish.” 
6. Conclude with warmth: end your letter on a personal note.
   “Wishing you all the best,”

A blend of professionalism and gratitude

When the time comes to write your resignation letter, remember that it’s an opportunity to say a heartfelt goodbye. Your resignation letter is a reflection of the relationships you’ve built and the experiences you’ve shared.  Use this template as a starting point, but make sure you infuse it with a personal touch. Your letter should encapsulate your gratitude, professionalism, and genuine emotions as you embark on this significant transition.