Standard Resignation Letter Template For Formal Submission

A standard resignation letter is a formal document that communicates your intention to terminate your employment with a company. It serves as a professional record of your departure and can be used as a reference in future job applications. When creating a standard resignation letter template, it’s essential to adhere to specific formatting and content guidelines to convey professionalism and respect for your employer.

Essential Components of a Standard Resignation Letter Template

1. Your Contact Information:

Your full name

Your current position

Your department

Your company’s address

Your email address

Your phone number

2. Date:

The date you are writing the letter.

3. Recipient’s Information:

The name of the person you are addressing (e.g., your immediate supervisor, HR manager)

Their position

Their department

The company’s address

4. Salutation:

A formal greeting, such as “Dear [Recipient’s Name],”

5. Resignation Statement:

Clearly state your intention to resign from your position, including the effective date of your last day of work.

6. Reason for Resignation (Optional):

If you feel comfortable sharing, you can briefly mention the reason for your resignation. However, it’s not mandatory to disclose your reasons.

7. Gratitude and Best Wishes:

Express your appreciation for the opportunities and experiences you’ve gained during your time at the company.

Wish the company and its employees continued success.

8. Offer to Assist with the Transition:

Indicate your willingness to help with the transition process, such as training your replacement or completing any outstanding projects.

9. Closure:

A formal closing, such as “Sincerely,” or “Best regards,”

10. Your Signature:

Your handwritten signature.

11. Typed Name:

Your typed name below your signature.

Design Elements for a Professional Resignation Letter Template

Font: Choose a professional and easy-to-read font, such as Arial, Times New Roman, or Calibri.

Font Size: Use a consistent font size throughout the letter, typically 12 points.

Line Spacing: Maintain single-line spacing between paragraphs.

Margins: Use standard margins of 1 inch on all sides.

Alignment: Align the text to the left, except for the header, which can be centered.

Letterhead: If available, use your company’s letterhead for a more polished appearance.

Formatting Examples

Here are two formatting examples for a standard resignation letter template:

Example 1:

[Your Name]
[Your Position]
[Your Department]
[Company Address]
[Your Email]
[Your Phone Number]

[Date]

[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Department]
[Company Address]

Dear [Recipient’s Name],

Please accept this letter as a notification of my resignation from my position as [Your Position] at [Company Name], effective [Last Day of Work].

I have greatly valued my time at [Company Name] and am grateful for the opportunities and experiences I have gained.

I am available to assist with the transition process in any way I can.

Thank you for your understanding and support.

Sincerely,
[Your Signature]
[Your Typed Name]

Example 2:

[Your Name]
[Your Position]
[Your Department]
[Company Address]
[Your Email]
[Your Phone Number]

[Date]

[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Department]
[Company Address]

Dear [Recipient’s Name],

I am writing to inform you of my decision to resign from my position as [Your Position] at [Company Name], effective [Last Day of Work].

I have enjoyed my time at [Company Name] and appreciate the opportunities I have had.

I would be happy to assist with the transition process as needed.

Thank you for your understanding.

Sincerely,
[Your Signature]
[Your Typed Name]

By following these guidelines and incorporating the recommended design elements, you can create a professional and effective standard resignation letter template that reflects your professionalism and respect for your employer.