How to Write a Resignation Letter: Our Top Templates & Tips 2024

If you’re thinking about resigning from your job, you’re not alone.

With the rise of remote work and a desire for greater flexibility, millions of Europeans are reconsidering their careers in what has been dubbed “The Big Quit.”

But just as with romantic relationships, ending things doesn’t always go as smoothly as you’d like. That’s why it’s important to act with tact and respect, and there’s no better way to achieve this than with a well-crafted resignation letter.

In this guide, we’ll get you up to speed on everything about the announcement — from the notice period when resigning to what to include in your letter. And to make things even simpler, you can copy and paste our top 5 resignation letter templates.

How to Announce Your Resignation

Whether you’ve received an offer for a better professional opportunity, are searching for more flexibility, or simply feel now is the right time to make your next career move, there are some pitfalls to avoid when announcing your resignation.

To increase your chances of leaving on good terms, don’t announce you’re quitting over SMS or WhatsApp. Likewise, avoid dropping the bomb unexpectedly in the middle of lunch. While it’s inevitable you’ll want to discuss your situation before making a decision, avoid telling other team members before your manager. If you feel the need to speak to your closest colleagues first, stress the importance of them remaining discreet until you’ve formally handed in your notice.

So, how exactly do you announce your resignation? If you have a good professional relationship with your direct manager, set up a meeting to inform them of your decision. Hand them your resignation letter so that everything is in writing and discuss the reasons you want to leave the company — but don’t go into unnecessary detail. Thank them for the opportunity and address how you can work together to ensure a smooth transition.

Even if you’re on bad terms, it’s still a good idea to resign gracefully. Check your company’s employee handbook to see if there are any procedures you should follow. If you choose to resign over email, address the message to your direct manager and CC a relevant HR employee.

What Is the Notice Period for Resignation?

You’ve decided to make the leap. They’ve told you the start date for your new position. But you’re still not sure how much resignation notice period you need to give.

Start by checking your employment contract. It’s the agreement you made with your employer and your first stop when working out when to resign from your job.

If you can’t find anything in the contract, look up the legal notice period for resignation in your region. While temporary positions may have shorter timeframes, permanent contracts in Belgium typically require 30 days notice before you leave your job.

Whether you’re on a full-time or part-time contract, the same length of notice is usually required. Remember to check the wording of your agreement and any relevant local labour laws.

If you want to reduce your notice period, it’s imperative to reach a mutual agreement with your employer. Explain your circumstances and see if there’s any leeway on when your final working day is. In some cases, you may be able to use your remaining holiday days to shorten your notice period.

How to Write a Resignation Letter

When writing a resignation letter, adhere to standard letter-writing practices and maintain a professional and polite tone. Even if you’re leaving due to personal grievances, save these discussions for your exit interviews. Refrain from making any aggressive or negative statements about the company or your colleagues.

To make sure you’re covering all the essentials, refer to our checklist of what to include in a resignation letter:
The current date and the company’s address
A clear and direct statement of your intention to resign
Reference to your notice period and the proposed last working day
An offer to assist with the transition
A polite expression of gratitude to your employer for the opportunity

Remember, it’s important to wrap up your tenure on a positive note. A well-written resignation letter not only serves as a formal notification but also leaves a lasting impression of your professionalism.

5 Resignation Letter Templates

In most instances, a generic, professional-sounding resignation letter will suffice. By carefully considering the template that resonates with your situation and customising it with your personal details, you can set the stage for a smooth transition.

Here’s a collection of clear and concise resignation letter templates to help ease the pressure. Feel free to edit and personalise each resignation letter example to more accurately reflect your circumstances.

1) Standard Resignation Letter Template for All Situations

Dear [Manager’s Name],

Please accept this letter as formal notification of my intention to resign from my position as [job title] with [company name]. My final day will be [date of last day] as per my notice period.

I would like to thank you for the opportunity to have worked in the position for the past [time in employment]. I have learnt a great deal during my time here and have enjoyed collaborating with my colleagues. I will carry a lot of what I have learnt with me in my career and look back at my time here as a valuable period of my professional life.

During the next [notice period in weeks], I will do what I can to make the transition as smooth as possible. I offer my full support and will be sure to hand over my duties to my colleagues or my replacement. Please let me know if there is anything further I can do to assist in this process.

Sincerely,

[Your Name]

2) Resignation Letter Template for Career Advancement

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] with [company name]. Per my notice period, my final day will be [date of last day].

Following careful reflection, I have decided to step down from my role at [company name] to move forward in a direction that aligns more closely with my professional aspirations.

I am thankful for the opportunities and experiences provided to me during my tenure at [company name]. The valuable skills I have gained here are deeply appreciated and will undoubtedly benefit me in my ongoing professional journey.

In the coming weeks before [end date], I am fully committed to ensuring a smooth transition.

Sincerely,

[Your Name]

3) Resignation Letter for Personal Reasons 

Dear [Manager’s Name],

I am writing to inform you that I will be resigning from my position as [job title] at [company name]. Per my notice period, my final day will be [date of last day].

I have decided to resign due to personal reasons that require my immediate attention. I appreciate the opportunities and experiences that I have gained while working at [company name], and I am grateful for the support and guidance provided by my colleagues and superiors.

I will ensure a smooth transition of my responsibilities during my notice period, and I am open to discussing any concerns or questions you may have during this time.

Thank you for the understanding and support you have provided me during my time at [company name]. I wish the company continued success in the future.

Sincerely,

[Your Name]

4) Resignation Letter Template When Giving Advance Notice

Dear [Manager’s Name],

I am writing to inform you of my decision to resign from [company], effective [date]. I understand transitioning a new person to the role of [position] will take some time, and I would like to provide as much notice as possible.

During my time at [company], I have learnt a lot and grown professionally. Thank you for all of your guidance and support during my employment.

Please feel free to contact me with any questions about the projects I have been working on. I am happy to help in any way I can with the transition process.

I wish you all the best for your continued success.

Sincerely,

[Your Name]

5) Resignation Letter Template for a Role That Is Not a Good Fit

Dear [Manager’s Name],

I am writing to formally notify you of my resignation from the position of [job title] at [company name]. My last day with the company will be [date].

During my time at [company name], I have come to realise the scope of the role is, unfortunately, not what I had anticipated. As such, I would like to explore other opportunities.

Thank you for understanding; I truly appreciate all the support and guidance you have provided me during my time at the company.

Please let me know how I can help to support a smooth transition over the next [notice period in weeks].

Sincerely,

[Your Name]

What’s Next? 

Submitting your resignation letter is just one part of your journey of professional change. To make the transition to a new role as smooth as possible, read our short guide.

Want to keep looking for new positions in your sector? Use our job search and apply for your next role today.