Formal Resignation Letter Examples

You may want to quit from your job for some reasons when you will need to write a resignation letter to your employer or to your manager.

Resigning from a job can stir mixed emotions: excitement for a new job, anxiety for leaving the familiar environment, sadness if you find yourself leaving on bad terms, or you may even feel worried about what happens next.

There are many things to think about when writing a resignation letter:

• The job you perform at the company

• Whether you are writing formally or informally (a formal tone is usually the most suitable)

• Why you are resigning (new job, relocating, maternity, illness, pending disciplinary action, unsuitable working conditions or discrimination)

• Who the letter must reach

• Are there any special terms in your contract that require discussion or clarification.

When writing your resignation, it is very important you keep a professional tone, no matter what the reason behind it is. Start your letter with your name, address and the date, as you would with any letter, followed by your line manager’s name and address (or the name and address of the person who must receive your resignation, if not your direct line manager). If you are unsure of how to format a letter, see the example below.

On addressing your line manager, it is more professional and a lot more formal to address them by their title and surname. Putting ‘Hello Dave’ isn’t really appropriate; ‘Dear Mr Brown’ is much more sensible and sets the tone for the rest of the letter. You may choose to use their first name, but it should always be preceded by ‘Dear’.

Start your letter by explaining why you are writing to them. Be straight to the point, but avoid being abrupt. This is very important, as this person will probably be the one submitting a reference to your future employer. It is advisable to refer to the date at the top of the letter, in case it is not opened straight away. This should prevent a delay in you leaving the company.

It is good practice to include a reason for leaving, although not essential and you are not usually bound to do so by your contract. The reason for leaving may not be a positive one. If it is positive, it might be a good idea to include it, although if the reason is negative, only include it if you feel you must, for example, if working conditions were unsatisfactory, or if there was bullying. This will enable the employer to see where things are going wrong, and may help them to improve the environment for others.

Every employment contract has details of how long your notice period is, if you do not already know it. Mention this in your letter, and include a leaving date. Some positions require as little as two weeks’ notice, standard is four weeks, but some senior positions may require as much as six months’ notice. If your position is one that would require you are placed on ‘gardening leave’ during your notice period, ask them to confirm this in your letter.

Accrued holiday is something you are entitled to. It is recommended that you confirm in your letter of resignation whether you wish to take it as leave, or whether you would prefer it to be paid to you in your final salary. Different companies operate in different ways, but you should not let your holiday entitlement pay be neglected (although it is often discretionary whether you are permitted to use the time after submitting notice).

If you have a good relationship with the company, or the manager you have to inform, this may reflect the way you portray your resignation. For example, when closing the letter, someone who has had a positive experience may choose to thank their employer, and express their appreciation for opportunities, training and support received during the time spent at the company.

On the subject of what not to write, you must never:

• Insult the person you are writing to.

• Slander the company (as they can pursue a case against you).

• Be abusive.

• Make derogatory comments about your colleagues.

Remember: a resignation letter should not be one that ‘burns bridges’ or damages relationships. Doing so can damage references, or affect future employment.

If you find it difficult to write a letter, there are many examples of the different types of letter (formal; with reason; simple; because of illness; because of pregnancy; after maternity leave; resigning due to unsatisfactory conditions or circumstance etc.) online for you to chop and change. Different job titles can affect the type of resignation you send, as can the rank you have attained within the company. It is always a good idea to read over your contract so you can address any special conditions too, if there is a need.

Formal resignation letter examples:

Letter 1

Mr Joe Bloggs
1 High Street
Sometown
X1 2YZ

Mrs J Smith
Senior Supervisor
ABC Solutions
147 The Street
Anytown
Z9 8YX

(Date)

Dear Mrs Smith

I am writing this letter to advise you that I wish to resign from my position as Administrative Assistant within ABC Solutions, with effect from the date above.

I am of the understanding that I am required to give you four weeks’ notice of my intentions; therefore my date on which I depart will be (insert date).  My line manager advised me that I have five days of annual leave outstanding. Please could you inform me as to whether I am permitted to take this leave during my notice period, or whether you prefer to pay it to me as part of my final salary payment?

May I take this opportunity to thank you most graciously for the help, support, and opportunities I have had in the four years I have been with the company. It has been a remarkable experience and I feel I have gained a lot of knowledge that I can take with me into my future pursuits.

Should you require any additional information from me, do not hesitate to contact me.

Yours sincerely

Joe Bloggs

Formal resignation letter with a reason

Mr Joe Bloggs
1 High Street
Sometown
X1 2YZ

Mrs J Smith
Senior Supervisor
ABC Solutions
147 The Street
Anytown
Z9 8YX

(Date)

Dear Mrs Smith

I am writing this letter to advise you that I wish to resign from my position as Administrative Assistant within ABC Solutions, with effect from the date above.

As you may already know, I have been offered a fabulous opportunity with XYZ industries, working as an Office Manager, which has fantastic prospects should I succeed in my role.

I am of the understanding that I am required to give you six weeks’ notice of my intentions; therefore my date on which I depart will be (insert date).  My line manager advised me that I have five days of annual leave outstanding. Please could you inform me as to whether I am permitted to take this leave during my notice period, or whether you prefer to pay it to me as part of my final salary payment?

May I take this opportunity to thank you most graciously for the help, support, and opportunities I have had in the four years I have been with the company. It has been a remarkable experience and I feel I have gained a lot of knowledge that I can take with me into my future pursuits.

Should you require any additional information from me, do not hesitate to contact me.

Yours sincerely

Joe Bloggs

Letter 3

Mr Joe Bloggs
1 High Street
Sometown
X1 2YZ

Mrs J Smith
Senior Supervisor
ABC Solutions
147 The Street
Anytown
Z9 8YX

(Date)

Dear Mrs Smith

I am writing this letter to advise you that I wish to resign from my position as Administrative Assistant within ABC Solutions, with effect from the date above.

I am of the understanding that I am required to give you two weeks’ notice of my intentions; therefore my date on which I depart will be (insert date).  My line manager advised me that I have five days of annual leave outstanding. As it may not be in the best interests of the business, please could you inform me as to whether I am permitted to take this leave during my notice period, or whether you prefer to pay it to me as part of my final salary payment?

May I take this opportunity to thank you most graciously for the help, support, and opportunities I have had in the four years I have been with the company. It has been a remarkable experience and I feel I have gained a lot of knowledge that I can take with me into my future pursuits.

Should you require any additional information from me, do not hesitate to contact me.

Yours sincerely

Joe Bloggs