Even if you’ve been offered your dream role, it can be hard to leave a job—especially if you enjoyed it or forged valuable relationships at the company. In most cases, a letter is called for. But there’s more than one kind you can write.
A purely formal resignation letter states only what’s necessary, which includes your intent to leave and the date of your last day. This is usually needed to begin the resignation process. A heartfelt resignation letter goes beyond these formalities to convey gratitude, respect, and well-wishes for the team and company you’re leaving. This kind of letter may not actually be any easier to write, but it can make resigning feel a little better.
Preparing a heartfelt resignation letter gives you a chance to reflect on things like the experience you’ve gained, the contributions you’ve made, and the good times you’ve been part of. Sending it will help you maintain a positive relationship with your former employer.
In this article, we outline everything you need to know about writing a heartfelt resignation and include an example to get you started.
Understanding heartfelt resignation letters
A heartfelt resignation letter is a formal letter written by an employee to their employer that details their plan to resign and the date the resignation will be effective, while also expressing sincere appreciation for their time at the company.
Expressing gratitude and appreciation in your resignation letter can help to:
- Showcase your sincerity, maturity, and professionalism
- Maintain positive relationships after your employment has ended
- Ease the transition for both you and your employer
- Reflect on personal and professional growth
- Leave a positive lasting impression on your employer and colleagues
- Connect with your team on a personal level
How to write a heartfelt resignation letter
Leaving a job can bring up many emotions, which may make the writing process feel daunting. But by following a letter-writing formula, outlined below, you can break down the project into manageable bits. Keep in mind that Grammarly can help in a couple of different ways. If you’re unsure how to begin, you can use the generative AI assistance that’s built into our product offerings to craft your first draft or outline for you, or you can use our free, AI letter-writing tool. In addition, once you start writing or rewriting, Grammarly will provide real-time feedback on clarity, conciseness, tone, grammar, and more.
Essential elements
There are certain points your resignation letter should make. While you should leave room to share your personal experience, there are a few essential elements to keep in mind as you’re writing:
Statement of resignation
In the first sentence of your letter, clearly and concisely state your intention to resign and your final working day. To strike a heartfelt tone, you might begin your statement with a brief nod to your feelings. For example, “It is with mixed emotions that I inform you I will be resigning from my position.”
Reason for resignation (if desired)
Legally, you do not need to share your reasons for resigning. However, providing this gives context to your decision, shows sincerity and transparency, and may help soften the news. Keep this part concise, and omit any negative feedback. Simply sharing that you’ve been offered an opportunity you’re eager to explore is sufficient and will keep the tone of your departure amicable.
Last day of work
It’s important to provide the date that you will be leaving the company. A resignation letter is a legal document at the end of the day, so including the full date will help avoid confusion in the future. Resignation etiquette says employees should give their employer two weeks’ notice, if possible. But depending on your role, the circumstances, and the company policy, when you send your letter may vary.
Expression of gratitude
In a heartfelt resignation letter, gratitude is everything. You should express your appreciation for the time you worked there, the new skills and experience you gained, and the relationships you built.
Reflect on how you’ve grown professionally and personally since you started. Sharing personal anecdotes about what you’re grateful for will also show your employer what you’ve contributed to the company. This invites them to appreciate you in return and will make it easier for you and the company to maintain a professional relationship.
Transition plan
You can help smooth your departure by offering a plan for the transition, or at least stating your willingness to work with the team to train replacements, help find a replacement, or put transition documents in place. You might proactively offer ideas related to your role in order to show your commitment to being a productive employee until your final day.
Personalized message
Address your resignation to your manager, leader, or HR representative at your company. Write the letter as if you’re speaking to this person to make it more personal.
Contact information
Keep your channels of communication open. At the top of your heartfelt resignation letter, put a personal email address and/or cell phone number under your name.
Tips for maintaining professionalism, sincerity, and warmth in the letter
Striking a sincere, warm, yet professional tone in your letter is important for conveying genuine appreciation and leaving a positive impression. The tone detection feature in Grammarly Free can help ensure you’re striking your desired tone. And people using Grammarly on a paid plan can adjust their tone in a single click. To get started, here are ideas to help convey professionalism, warmth, and sincerity in your content:
- Emphasize how grateful you are for your experience at the company.
- Share how you plan to help the team during your transition out of the company.
- Talk about specific projects, opportunities, or support you received from the company and your teammates. The more specific you are, the more genuine you come across.
- If you’re comfortable, be transparent about your reasons for leaving. It can help your employer understand your decision and t shows your willingness to be open and honest with the company.
- Express well wishes for the company’s future endeavors.
- If you feel the need to give feedback, make it thoughtful and constructive rather than negative. But it may be better to save this for another time, such as an exit interview.
- Use the active voice to sound self-assured and declarative.
- Avoid hedging and unnecessary qualifiers before statements, such as, “I think . . . ” or “I could be wrong but . . . ”
- Opt for plain language instead of jargon to convey clarity and confidence.
- Wield emotion strategically. Emotions deliver impact, and they may have a place in your letter. But it’s smart to save stream-of-consciousness venting for a trusted confidant.
Example of a heartfelt resignation letter
[Your name]
[Your address]
[City, state, zip code]
[Your email address]
[Your phone number]
[Date]
Employer’s name]
[Company name]
[Company address]
[City, state, zip code]
Dear [title and employer’s name],
I am writing to inform you of my decision to resign from my position as [role] at [company name], effective [last working day]. While I am excited about the opportunities that lie ahead, I also feel a deep sense of gratitude for the time I have spent at [company name].
During my time here, I have had the privilege of working alongside incredibly talented individuals and have been fortunate enough to be part of a team that values collaboration and inspires me. I am sincerely grateful for the opportunities for growth and development that [company name] has provided me. The support and mentorship I have received from you and my colleagues have been invaluable, and I will carry the lessons learned here with me throughout my career.
Please know that my decision was not made lightly. I have the utmost respect for the work we do and the mission of [company name]. I am committed to ensuring a smooth transition during my remaining time here and am available to assist with the training of my replacement or any other tasks that will help move the transition process along.
I want to take this opportunity to express my appreciation for the friendships built and the memories made during my time here. I will always cherish the moments we shared and will look back on my time here with deep appreciation.
I have provided my personal contact information above so that hopefully we may stay in touch in the future. Please feel free to reach out if you have any questions.
Sincerely,
[Your Name]
Final touches: formatting and proofreading
Proper letter formatting can get tricky, but Grammarly’s generative AI can help. Use AI prompts to format your content into a formal business letter.
If you’re stuck on how to start, Grammarly’s resignation letter generator can help with a first draft. Let Grammarly proofread your writing for easy-to-miss mistakes, so you can feel confident you’re sending a clear, consistent, and mistake-free message. Double-check that all details in your letter are accurate, especially your resignation date.
After your resignation letter is complete, you might begin crafting a farewell message to your colleagues. We make invaluable connections at work. Letting everyone know the circumstances surrounding your resignation and wishing them well in their future endeavors can help ease any lingering sadness about moving on.
Heartfelt Resignation Letter FAQs
What is the typical notice period for a job resignation?
You should try to give at least a two-week notice when resigning from a job.
How can I ensure a smooth transition when resigning?
You can ensure a smooth transition when resigning by sending your resignation letter in a timely manner, expressing your sincere appreciation for your time spent at the company, and offering to assist with the transition process until your final day.
How can I use AI to help with writing a resignation letter?
You can use Grammarly’s resignation letter generator to generate a draft or outline of your letter. Then let Grammarly’s strategic writing feedback on tone, conciseness, clarity, and more help you revise your letter. Grammarly’s built-in proofreading can ensure your final draft is polished.
