Writing a Resignation Letter: Free Template Download

3 min | Travis O'Rourke | Report | Resigning

A man on a striped blue-greenish shirt looks at two pieces of paper with concentration.

Is it time to quit your job? Here's how to write a resignation letter

Download your template

Resigning from a position often comes with a whirlwind of emotions. You might be thrilled about the prospects of a new opportunity or apprehensive about the changes ahead. Regardless, it’s essential to pen a resignation letter that reflects well on your time with the company. Here’s the significance:

  • Professionalism: Presenting a formal resignation letter is a testament to your professionalism and the esteem you hold for your employer. It paves the way for an orderly transition and contributes to a graceful exit.
  • Positive conclusion: A resignation letter that conveys appreciation and retains a constructive tone not only fosters goodwill but also cements a favorable final impression. Should you seek a recommendation from your current supervisor, a thoughtfully composed letter will be advantageous.
  • Future endorsements: A well-written resignation letter is your stepping stone to securing a positive reference from your manager in the future, ensuring you part ways on amicable terms.

Understanding the resignation letter process

After securing a new position and finalizing your contract, it’s crucial to formally notify your current employer about your decision to resign. A template for crafting your resignation letter is available for download.

Here are the essential aspects of submitting your resignation in writing:

  • Formal notification: Once you’ve had a verbal conversation with your manager about leaving, it’s important to follow up with a written notice. This can be done by writing an email with the resignation included in the message or by attaching a separate, formal resignation letter.
  • Important information: Make sure your resignation letter specifies the start date of your notice period and the anticipated final day you will be working.
  • Professional format: Regardless of your comfort level with casual communication, bear in mind that your resignation letter is an official document that will be retained by the Human Resources department. Hence, it should be formatted with professionalism.

The importance of the resignation letter

A resignation letter is a formal document that marks your decision to leave your current employment. It’s an opportunity for you to clearly outline the key dates related to your departure, including the date you’re submitting your resignation, the notice period you’re providing, and your proposed final day. This clarity is beneficial for your employer to manage the transition effectively. It’s also wise to retain a copy of this letter for your own records.

Moreover, it’s important to express your gratitude in the letter. Offer thanks for the role you’ve been entrusted with and the growth opportunities you’ve received. Acknowledge the valuable experiences gained and the support you’ve received during your tenure.

If you don't know how to start writing a resignation letter, you can use a template to guide you. Templates make sure you'll cover all the key points while keeping a professional tone.

About this author

Travis O'Rourke
President of Hays Canada & CCO, Hays Americas

Travis is a Marketing graduate from Fanshawe College and was the 2023 recipient of their Distinguished Alumni Award. He joined Hays after holding various leadership roles elsewhere in the Canadian staffing industry. Travis setup and established Hays' outsourced talent solutions business and played an integral role in building Hays’ temporary and contract divisions throughout Canada. Initially joining Hays with a deep background in Technology, he holds extensive cross functional knowledge to provide clients with talent solutions in Financial Services, Energy, Mining, Manufacturing, Retail, and the Public Sector.

Connect with Travis on LinkedIn

articleId- 71046990, groupId- 20151