Sample resignation letter template

If you are leaving your job, this sample resignation letter template can help you write your formal notification for HR or management.

Date Month Year

Mr/Ms full name
Title
Company name
Street address
Suburb State Postcode

Dear [boss’s name]

In the first paragraph you need to state that you are resigning. Briefly explain your reason or reasons for leaving. It is appropriate to start a resignation letter with ‘I am writing to inform you’ but feel free to use your own words as long as they are polite and professional. Closing the first paragraph with ‘unfortunately, this means I am unable to continue my work with …’ will give your letter a nice touch. It is professional to use the actual business name of the companies you are referring to rather than ‘them’ or ‘they’.

You can state if you have been offered a new job or a promotion at another organisation and give a brief explanation of why you have accepted it. ‘The opportunity will further my career’ is a good reason to use.

In the second paragraph, mention details such as dates, entitlements or superannuation – anything you need to clear up before you leave. Clarifying the date of your last day will let your employer know how long he or she has to find someone to replace you. It is a good idea to give your contact details so that your boss can get in touch if they have any queries about the projects you were working on. It will make the transition a lot smoother for everyone.

Be succinct about the details you need to mention. If it takes too long to explain some details consider briefly mentioning it in writing and speak with your boss about it during your meeting.

It’s good to close your letter with ‘I regret any inconvenience my resignation may cause’ and offer a brief positive statement about the time you spent working at the place you are leaving. Closing your letter along these lines will soften what could be difficult news for your employer to hear.

It’s not always necessary to end with a sentence about how much you enjoyed your job. But if it feels natural to include this then do.

Lastly, politely thank your employer for the opportunities and support he or she has given you during your time at the company.

Being polite and showing your appreciation for the opportunities you have been given will leave a good overall impression on your employer.

Yours sincerely

[Signature]

If you have the technology to do so, scan your signature and insert it into the document.

Your name