How to Write a Resignation Letter | Downloadable Resignation Letter Template

January 11, 2022

Resignation Letter

Looking to resign from your current role? A resignation letter template makes it much easier to say goodbye. A professional resignation letter will allow for a cordial exit from a job that once worked for you.

So how do you write a resignation letter using email? This how-to template will guide you every step of the way, complete with templates and helpful examples.

In this post, we cover:

  • What is a Resignation Letter
  • How to Write a Resignation Letter 
  • Resignation Letter Sample for a Mid-Career Professional
  • Downloadable Resignation Letter Template
  • Resignation Letter Template for Middle Management
  • Resignation Letter Template for Early Career Professionals or Students
  • Resignation FAQs

What is a Resignation Letter

A resignation letter is a formal document to inform your company that you plan to leave your role. This keeps your departure professional, and helps your colleagues to reassign their workscopes.

After submitting your resignation letter, you will commence your notice period before officially leaving the company.

How to Write a Resignation Letter

  1. Be Brief and Direct
  2. Thank Your Manager and Team
  3. Offer Help & Well Wishes

1. Be Brief and Direct

Begin your resignation letter simply, and include only the relevant information. 

Three key details your letter should include would be your position, company name and effective last day with the company. If you are unsure of the duration of your notice period, check your employee handbook or formal appointment letter.

Although writing a resignation letter might seem like a great opportunity to share the real reason for your departure, avoid going into too much detail here. You can speak to your manager privately or share more details with HR during the exit interview.

Here’s a sample Introduction to a Resignation Letter:

Dear Joe,

Please accept this email as my formal resignation from my position as Account Manager with ABC Company, effective today, Friday, 1 September 2021. My last day will be Monday, 1 October 2021.

2. Thank your Manager and Team for their Guidance

Next, thank your manager and colleagues in the letter. 

Highlight the reason(s) why you enjoyed working with him/her, as well as how the overall experience has helped you develop as an individual.

In your letter, you could share your appreciation for the various opportunities and responsibilities entrusted to you. Avoid criticising anybody as this does not reflect well on you professionally, and might affect your final few days since you will still be working with them during your notice period.

It is always recommended to express your sincere appreciation to your manager or team for their guidance and support, regardless of how long you have worked for the company. This enables you to leave on a positive note and helps you build lasting relationships with your present colleagues, as you might cross paths with them again in the future.

Take this Example:

I am truly grateful for the opportunity to work with you and our wonderful team at ABC Company over the past 3 years. I have very much enjoyed our camaraderie, the easy banter our team shares, and working together to push the boundaries of creativity with each project.

Thank you for guiding me to become a better manager and leader as well as trusting me with driving the growth of the MN account. I deeply appreciate these opportunities, and I have learned so much that I will take with me through the rest of my career.

3. Offer Help & Well Wishes

Finally, end off on a positive note by extending a helping hand.

Your impending departure might affect the team’s workload. Thus it reflects well if you were to offer to ease the transition by completing all your current projects, arranging for a handover and offering to assist with hiring or training your replacement.

Here’s an example of how to end a resignation letter:

I will do my best to complete project XYZ, and hand over my duties to the team before my departure. Please let me know if there is anything else I can do to ensure a smooth transition.

Do keep in touch. I hope we cross paths again in the future and I wish you and the company all the best.

Sincerely,
John Doe

Put these stages together, and you get this email resignation letter sample:

Resignation Letter Template Joe 1024x886

Of course, your own resignation letter will vary, but it’s best to always keep a professional tone and style.

That said, how do you write your own resignation letter?

We have provided a handy resignation letter template you could use. Feel free to send it as an email or as a physical letter.

Downloadable Resignation Letter Template

Dear [Your Manager’s Name]

Please accept this email as my formal resignation from my position as [Your Job Title] with [Company Name], effective today, [the date you are sending this email]. My last day will be [date of last day – depends on your notice period].

I am truly grateful for the opportunity to work with you [and your team/colleagues] at [Company Name] over the past [how long you have been in the role]. I’ve very much enjoyed [share what you like about working with your boss and team, and your work].

I will do my best to complete [ongoing duties/projects], and hand over my duties to [person / team] before my departure. Please let me know if there is anything else I can do to ensure a smooth transition.

Do keep in touch. I hope we cross paths again in the future, and I wish you and the team all the best.

Sincerely,
[Your Name]

We hope you find this template helpful!

If you’re still stuck, here are a few other resignation letter examples to help your writing.

Manager Resignation Letter Example

Dear Jane,

Please accept this email as my formal resignation from my position as Business Development Manager with ABC Technologies, effective today, 1 January, 2022. My last day will be 1 February 2022.

It has been a pleasure working with you and the sales team over the past 5 years and seeing the team grow from strength to strength. One of the highlights of my career was working with the Asia-Pacific team to significantly increase regional revenues by identifying and targeting previously untapped markets across Vietnam and Indonesia.

In addition, I greatly appreciate your guidance on developing opportunities in target markets and trusting me to handle key client acquisition and management. I deeply appreciate these opportunities, and now have a better understanding of how our work can better serve the needs of existing markets.

I would like to assist with the transition so that all systems and processes continue to run smoothly after my departure. Besides being available to help recruit and train my replacement, I will ensure that all existing projects and records are updated prior to my last day of work.

Once again, thank you for the opportunity to be able to work for ABC Technologies and I wish you and the team all the best. I look forward to staying in touch and hope our paths cross again in future

Sincerely,
Jason

Intern or Student Resignation Letter Example

Although an intern or student resigning from their position is merely a formality, it is still good to submit a formal resignation letter. 

As an intern, your job scope and projects worked on might seem insignificant but you can mention the overall working experience and how it has benefited you. 

A well-written resignation letter will leave your manager with a good impression and might even help you should future positions open up at the company.

Dear Peter,

Please accept this email as my formal resignation from my position as Intern, Food Science & Technology with XYZ Company, effective today, 1 January, 2022. My last day will be 1 February 2022.

Although I have only been with the department for approximately 6 months, I am thankful for the opportunity to work as a food scientist and gain practical working experience to complement my course activity. From working with plant operators and flavour experts to helping the marketing department finalise our new food packaging, the overall experience has been enriching and one I will surely miss.

On a personal note, this position has also enabled me to develop my interpersonal skills and confidence in addition to building my technical capabilities, all of which I am certain will prepare me well for formal employment in future.

Ahead of my last day of work, I will work with the team to ensure that all my outstanding projects are completed or updated and handed over to my manager.

Once again, thank you for the opportunity to be able to work for XYZ Company and I wish you and the team all the best. I look forward to staying in touch and hope our paths cross again.

Sincerely,
Rupert

We hope you find these resignation letter templates helpful!

ResumeWriter Tip: Consider reviewing your CV and getting your job application documents in order before resigning. Why not send your CV to us for a Free CV Analysis?

Frequently Asked Questions (FAQs) When Resigning

It can feel daunting to resign or navigate job changes. As a CV Writing company, we often receive these common resignation-related questions from clients.

Do I Need to Tell My Manager I Plan to Resign?

Although not necessary, it is a good idea to speak to your manager before you tender your resignation. Your departure might affect his/her long-term plans for you, your team, and/or your company. Giving advance notice allows him to plan ahead, budget for a new hire, cover your workload and adjust the workflow accordingly.

This shows how thoughtful you are, and helps you maintain a good relationship with your boss.

So, while you are not obliged to do so, it is good to give your boss a heads up!

What about a Farewell Message to Colleagues?

When it comes to your closer colleagues such as your everyday lunch companions and your work buddies, be yourself and speak from the heart. You could craft a personal note by including details known to them, such as an event the team worked on or lunchtime conversations that you will miss.

Of course, you should also send a proper farewell email to your boss, team and/or company to maintain good relations.

Do I Need to Submit a Physical Letter of Resignation?

In the digital era, a formal email is enough to make sure your resignation is officially on record.

However, be sure to send this to both your boss and your HR. If you wish, you may print a physical version for your personal record as you will lose access to your official email account upon your last day of employment.

How long is my Notice Period? What should I do if I still have annual leave which can offset my notice period?

In your resignation email, remember to state your effective date of resignation. Your notice period will be counted from that date.

Employment contracts usually vary from country to country but typically state a notice period of between 1 to 3 months. This may be longer for senior executives.

In addition, some companies allow you to use your annual leave to offset your notice period while others allow you to encash your remaining annual leave. However, these policies differ from company to company so it is best to check with your HR department on your company’s policies.

Must I Tell My Boss Why I’m Resigning or Which Company I’m Joining?

You can, but you are not obliged to. It’s perfectly fine to keep this information to yourself.

However, for certain industries and depending on your level of seniority, do note that a non-compete clause may apply. If applicable, this will be found in your employment contracts. Generally, a non-compete clause prevents employees working for a competitor or engaging in businesses in certain markets and geographies for some time after the termination of the employment contract. In these instances, a ‘cooling off’ period might apply.

Violating this clause might result in legal action taken against you by the company. Thus do read your employment contract or consult your company’s HR to see if this clause applies to your situation.

What if My Boss Rejects my Resignation?

Legally, your boss cannot do that. It is actually an offence for employers to disallow employees to leave their job!

Under Singapore’s Employment Act, employees can resign at any time, either by serving notice, or compensating the employer with salary in lieu.

That’s All You Need to Know About Resigning

If you’ve read this far, congratulations! Resignation’s on your mind, which means an exciting new chapter might begin soon!

Just starting your job hunt? Ace it with a killer Resume and Cover Letter – follow our handy ultimate guides.

You can also steal inspiration from our downloadable resume samples for different industries and roles.

ResumeWriter Tip: Consider reviewing your CV and getting your job application documents in order before resigning. Why not send your CV to us for a Free CV Analysis?

But if you’re not getting the interviews you deserve, just reach out to us for help. Our team of HR experts will give you free pointers on improving your CV.

Before you leave this article though, don’t forget to download our resignation letter sample.

And when the time comes, you’ll know what to do.

Return to Ultimate Singapore Job Search Hub

Free CV Feedback

FREE CV ANALYSIS

Not sure your CV is up to task?

Fill out the form below, and our team of HR Experts and Recruiters will get in touch to review your CV for the Singapore job market. We’ll take a look at your resume, assess the roles you’re applying to, and let you know how your CV compares against other applicants. We’ll also give you tips and strategies to improve your CV, advance your career goals, and increase your interview call up rate.
Don’t hold back. Talk to us. This consultation is
100% FREE and non-obligatory.





    We'll Email You To Get Your CV
    Form Secured by SSL