Alexis Kestler
Resigning from a job can be an intimidating and emotional process. As someone who has changed jobs several times over my career, I know first-hand how challenging it can be to move on gracefully while maintaining positive relationships.
That‘s why having the right resignation letter template is so invaluable. It allows you to thoughtfully communicate your decision and pave the way for a smooth transition.
In this comprehensive guide, I‘ll be sharing 10 excellent free resignation letter templates to make your life easier. I‘ll also provide tips and best practices on writing an effective resignation letter based on my own experience and expertise in HR and recruiting.
Let‘s start by looking at some key resignation letter stats:
| 58% | of employees state a resignation letter is absolutely essential or preferred by their employer when quitting (Levelset) |
| 24% | of employees have burned bridges when leaving a job (Officevibe) |
| 83% | of HR managers have retracted a job offer after receiving a negative reference from a former employer (Officevibe) |
As the data shows, your resignation process can have a real impact on your reputation and future job prospects. That‘s why getting it right matters.
Below I‘ll provide templates tailored for different resignation situations. But first, let‘s look at exactly what your resignation letter should include:
What to Include in Your Resignation Letter
Based on my HR experience vetting resignation letters, here are the key elements all effective resignation letters should contain:
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Formal declaration of resignation – Start with a statement like "I am writing to formally notify you of my resignation from [Company] effective [Date]." Get right to the point.
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Reason for resigning (optional) – You can briefly explain the reason, e.g. career change, relocation, retirement. But keep it professional.
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Appreciation and gratitude – Thank them sincerely for opportunities you were given. Keep positivity at the forefront.
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Sufficient notice period – Review your contract and give adequate notice time (typically 2-4 weeks).
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Transition plan – Provide a plan to handoff work and offer to aid with hiring/training.
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Contact details – Share your personal phone/email in case they need to reach you.
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Signature – Close with your handwritten signature and printed name. Adds a human touch.
With these elements in mind, let‘s explore 10 resignation letter templates:
10 Free Resignation Letter Templates
1. Basic Resignation Letter Template (Google Docs)
I like this template because it‘s direct, concise, includes all the necessary information, and gets right to the point. While your letter should maintain your own voice, brevity is key.
2. Formal Resignation Letter Template (Microsoft Word)
This template has a more formal tone with lengthier paragraphs if you need to communicate in a highly professional manner. The well-structured appreciation section is what sets this one apart.
3. Short and Simple Resignation Letter Template (PDF)
The beauty of this template lies in its simplicity. If you want to keep things brief, this 1-pager gets straight to business. My advice is to include a transition plan if possible.
4. Resignation Letter with Appreciation (Google Docs)
Gratitude goes a long way. Use this if you want to truly express appreciation for the opportunities provided. I‘d also recommend adding a personal touch about coworkers.
5. Resignation Letter with Explanation (Microsoft Word)
Want to provide context around your decision to resign? This template has dedicated space to explain your reasoning while maintaining professionalism.
6. Resignation Letter for Retirement (PDF)
Retiring from a long career? This template allows you to recap your tenure and key achievements. It‘s a great way to express gratitude looking back.
7. Resignation Letter for New Opportunity (Google Docs)
If you‘re starting a new role, this template succinctly explains your plans while staying focused on appreciation. Your new employer will appreciate the discretion.
8. Resignation Letter with Regret (Microsoft Word)
I like the tone of this one if you‘re sad to leave an employer. It allows you to express regret while offering well wishes. A classy template.
9. Resignation Letter with Notice Period (PDF)
Does your contract require extended notice? This template makes it easy to customize your notice period length. Very handy if you need flexibility.
10. Relocation Resignation Letter (Google Docs)
Moving to a new city? This template clearly cites relocation as the reason for resignation. Your employer will appreciate the transparency.
How to Write an Effective Resignation Letter
While utilizing a template is handy, it‘s also important to customize your content. Here are 5 tips on writing an effective resignation letter:
1. Keep it concise – Avoid rambling. State your purpose directly and keep to 1 page.
2. Proofread thoroughly – Grammatical errors undermine professionalism. Read it several times.
3. Express gratitude – Thank your employer sincerely for opportunities and support.
4. Highlight achievements – Recap meaningful contributions and milestones from your tenure.
5. Offer assistance – Provide transition support and your contact details.
Following proper resignation letter etiquette preserves your reputation and relationships. Take the time to get it right.
Resign with Grace Using These Free Templates
Changing jobs can be emotional, but a thoughtful resignation process ensures you depart on a high note. Use the resignation letter templates in this guide to:
- Communicate your decision professionally
- Express genuine appreciation
- Set your employer up for a smooth transition
- Maintain positive relationships
With a combination of templates and original content, you can craft the perfect resignation letter. I hope these resources empower you to move forward in your career journey! Let me know if you have any other questions.
