What to Write in a Letter of Resignation (and What Not To)

When you get a new job, you think about the future: new responsibilities, new office, new title, new colleagues. But you also have to show some respect for the past, even if it was unfortunate. This means that you may have to write a letter of resignation to accompany a more informal conversation you are about to have with your manager. HR needs to know your departure date and at least some forwarding information, and a professional letter is the best way to make sure they have them. Here’s what to write in this letter, and what to omit.

What to include in a resignation letter

Your resignation letter should have two things, and only two: you must break the news that you are leaving your position, and indicate the date you are going to leave for the last time. Next, according to Indeed , you should show gratitude for the time you spent with your now former employer.

All of this should be done as professionally as possible, ideally using a memo template or a standard business letter format. Set a date, start with a formal greeting, and go straight to the details: “Please accept this as my official departure from [the company]. My last day will be [date]. I am grateful for all the opportunities I have had here and the responsibility you have entrusted to me.”

You can request a separate meeting or add something about wanting to discuss and help with the transition over the next few days or weeks, but don’t apologize or be too kind, especially if there’s no chance they can lure you back (or you were it wouldn’t be interesting if they tried).

What not to include in a resignation letter

Your formal resignation is not the time to go into detail about why you’re leaving or where you’re going, advises The Muse . Do not mention these facts at all in this letter. This is not the time to take offense or cloud your eyes on your co-workers; your goal is to be professional and courteous when you exit, and ideally keep your place on the list as a guide for the future. If you have a good relationship with your boss, you can and should tell him about your plans in a one-on-one meeting. But your resignation letter is not the place for that; think of it simply as a formal document that your (former) HR department needs.

Lastly, even if you’re leaving a place you truly hate , don’t think of it as your chance to burn down a bridge. Keep it as simple, straight forward and professional as possible. If you find it difficult to contain your emotions—whether it’s regret or unbridled joy—ask a friend to read it and make some changes before you turn it in.