How to write a resignation letter and quit with class

In the post-pandemic world, we are all reconsidering what we really want from life. As a consequence, more and more people are spontaneously leaving their jobs: a phenomenon so impressive that it has been called the Great Resignation" or "Big Quit". On the other hand, besides the exceptional COVID 19 situation, there are several good reasons for wanting to quit: perhaps your current job is not that bad but you have got a new opportunity more befitting your true ambitions; sometimes, instead, to work in a certain place can be an unpleasant experience and you want to leave before the situation escalates.

Whatever the reasons behind your resignation, it is always important to be professional and quit with class. Leaving a job is always a delicate moment of transition. You have to keep your reputation intact and avoid unwanted negative repercussions which could affect the future of your career. So, here are some useful tips to write the best resignation letter and set you free and ready to start new adventures.

Don't run away, be classy!

A letter of resignation should not be the first step to quitting your job. It is a question of respect to communicating your intention in advance and, if the circumstances permit, do it in person; otherwise, take into consideration a video call. This will also be a defining moment to stay on good terms with your boss, for example by discussing how to make your resignation as smoother as possible, or by choosing the best date to actually quit.

After all, it is in your interest to avoid burning bridges with your current employer, also because, in the future, you may need their references or collaboration.

Be aware that a resignation letter is a legal document!

Before writing and submitting your resignation letter, be aware of the fact that the latter is a real legal document that officially records the end of your employment. It means that you have to provide specific information: above all, the exact day on which you intend to resign, your signature, and your contacts. In this regard, a good tip is to check your employment contract or employee handbook to find useful information. You must indeed be prepared and have a clear idea about what is required to correctly resign your position, such as the exact notice period you have to respect (usually it is two weeks), or if you have to follow some special procedure.

Since it is an official document, it goes without saying that this is not the appropriate space for recriminations and accusations, even if you had some bad experiences. Keep also in mind that you don't have to explain why you want to resign. On the other hand, if nothing bad had happened and you want to stay on good terms with your company you can make a brief statement of appreciation and explain the personal reasons (without going into too much detail), such as family issues, or a new opportunity that better fit with your aspirations.

Structure

Given these premises, a resignation letter must be simple and clear. It must be written according to the following scheme:

1. The name of the person and/or institution to which the document is addressed; check carefully on your employment contract or employee handbook to understand who to address the letter to
2. A clear statement of resignation which must specify the current position you are quitting and include the date of the last day of work
3. Statement of gratitude. Indeed a letter of resignation is the kind of document in which less is more. Yet, it is a matter of manners to thank the employer for the opportunity to work with them. Where appropriate, you can also add here some explanations about your personal reasons. Of course, you have to do this only if such reasons are useful to stay on good terms with your current company, such as a new job opportunity, a better relocation, or family issues.
4. If necessary, you can also add a short statement to make yourself available to find or train your future replacement. But don't promise anything you can't keep!

5. A formal closing, such as “thank you”, “sincerely”, or “best regards”. If you are looking for more tips to write a formal letter, click here.

6. Signature. This is very important since, as mentioned above, the letter of resignation is an official document. If required, also add your contacts, such as your phone number or your e-mail.

Sample

Dear […]

As previously discussed in person, I am writing to give you my formal notice that I’ll be leaving my position as […] at […]. My last day will be Monday, February 2 (exactly two weeks from today).

I'd like to thank you for your guidance and I’m incredibly grateful for the opportunities I’ve been provided working at […].

Please let me know if I can be of any assistance during this transition.

Sincerely,

Signature

Ludwig’s wrap up

A resignation letter is a document written to announce the author's intent to leave a position currently held. Since it has a legal value, you must be professional. You have to address it to the right person and, above all, you have to write a clear statement in which you communicate your intentions to resign, specifying what will be your last day at work. Since it can be very important to stay on good terms with your former boss and colleagues, you can also add a statement of gratitude. Be always positive and, even if something bad had happened, avoid filling your letter of resignation with recriminations and accusations. Whatever happened is now over and you are ready for a new adventure!