Resignation Letter for HR in 2024: Templates & Tips

Resignation Letter Template

If you’ve thought about resigning, what’s the first step? Should you talk to your boss first or just submit a resignation letter? Is it a good idea to resign suddenly like this? For someone in their first job, when they want to resign later, it can be a dilemma. You might have a good relationship with your boss and colleagues, but you have your own career goals to pursue. Figuring out how to handle resigning without causing any conflicts and maintaining a good image can be challenging.


Standard Resignation Procedure

Standard Resignation Procedure (SOP)

1. Prepare a resignation letter.

Some people write a resignation letter when they start a job, recognizing that not every position will fulfil their career needs in the long run.


2. Discuss with your immediate supervisor.

Consider your relationship with your supervisor. If you regularly discuss career development, talk to your supervisor about the reasons for resigning; they may understand. If your interactions are limited to task assignments without additional conversation, it may not be necessary.


3. After submitting the resignation letter, there will be a transition period.

Typically, someone will take over your responsibilities, or a new person will be hired, allowing for a smooth transition.


4. Exit Interview.

Before leaving, there is usually a meeting with HR for an exit interview. Sometimes, you may need to fill out an Exit Interview Form. It’s not necessary to reveal deeply personal reasons; go through the process gracefully.


Resignation Content Checklist

What to include in your resignation letter?

Checklist for resignation letter content:

  • Date of writing the letter
  • Recipient’s name and position, usually your immediate supervisor or manager
  • Salutation “Dear XXX”
  • Stating the intent: Clearly express your intention to resign from your current position, for example:

“Please accept this as my formal resignation from…”

“I am writing to notify you of my resignation from my position as…”

  • Resignation date: Provide the specific effective date of your resignation to facilitate the company’s planning; typically, the shortest notice period is two weeks before probation and two months after confirmation.
  • Offer of assistance during the transition: Express willingness to assist during the transition period.
  • Thank you note, for example:

“I’ve greatly enjoyed my time working with XXX for the past X years. I’ve learned… I will greatly miss my colleagues and want to express my appreciation for the support I received from the management team…”

  • Closing: Express best wishes for the company’s future success and gratitude for their understanding and support.
  • Signature: Sign the letter with your full name and position.

Resignation Reason

Should you include a reason for resignation in the letter?

It’s not mandatory to include a reason in your resignation letter; sharing the details mentioned earlier should suffice. However, it’s common for your supervisor or HR to inquire about your departure during an exit interview. In such cases, it’s advisable to provide professional or uncontrollable reasons for leaving, such as:

Acceptable reasons:

  • Pursuing better career opportunities
  • Personal or family reasons
  • Continuing education or further studies
  • Seeking a more challenging role
  • Job satisfaction and preference for a challenging work environment
  • Realisation of a mismatch between professional skills and job requirements
  • Company experiencing operational challenges, bankruptcy, or closure (if applicable)

Reasons to avoid:

  • Speaking negatively about previous leaders or the company
  • Complaining about low salary
  • Citing personal relationship issues

Resignation Letter Template

Standard Resignation Letter Template

Dear [Manager’s Name],

Please accept this letter as a formal notice of resignation from my role of [current job title] at [company name]. My last working day with the company will be on [dd/mm/yy].

I’m truly grateful for the opportunities the company has given me. I truly appreciate all the skills and knowledge that I have learned during this time, which will serve me well in the future. Being a part of such a great team has been an amazing experience.

During my notice period, I will do my best to make the transition smooth and will ensure that all details and information remain available to the person taking my position.

I wish the business success in the future and intend to keep in touch.


[Your Name]



In essence, resigning follows these steps. Don’t stress too much about it. If you’re concerned, it’s best to submit your resignation letter when you’ve secured your next position. Consider the consequences and whether you can handle the material and psychological challenges. Make a well-considered decision rather than impulsively resigning based on articles or advice. Be cautious and weigh the outcomes before deciding.

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Most Practical Talent Matching Partner in Asia

Experience the future of talent matching with our cutting-edge Talent Relevancy Artificial Intelligence eNgine (TRAIN)

Your dream career starts here!