How To Write a Short Resignation Letter (With Template and Examples)

By Indeed Editorial Team

Updated 18 November 2021

Published 8 October 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

As you advance in your career goals, you might resign from one job to explore the other opportunities available to you. Writing a resignation letter and giving your employer an appropriate notice period can help you leave your current position with a positive attitude. Understanding how to write a short resignation letter can help you communicate your intentions clearly and concisely. In this article, we define what a short resignation letter is, describe when to use one and explain how to write a short resignation letter with an example and template for your reference.

Related: How To Write a Resignation Letter (With Examples)

What is a short resignation letter?

A short resignation letter is a formal business letter that communicates your desire to leave a company without going into explicit details. It contains the most crucial information that your employer needs to know, such as the date of your last day, the reason for your resignation and any other relevant details that require their immediate attention.

Unlike full-length resignation letters, a brief version avoids providing any lengthy explanations about your reason for resigning or the steps you intend to take during the transition period. Rather, it acts as an official document that you and your employer can file away as proof of the end of your legal contract with each other. Thus, when writing this type of resignation letter, try to focus on the most relevant details and close with gratitude for the job opportunity.

Related: How To Resign Gracefully (With Reasons and Tips)

When to use a short resignation letter?

Since a short resignation primarily serves a legal purpose, it's important to understand the circumstances when it's best to hand in this type of letter to your employer. Here's a list of situations explaining when you might consider using a short resignation letter:

  • After a formal discussion with your employer: Most professionals believe that it's most respectful to share their intention to resign from a job through a face-to-face conversation with their employer. Since you have already discussed the finer points in person with them, you can submit a short resignation letter just as an official measure.

  • When an employer asks you to resign: Instead of issuing a contract termination letter to you, sometimes an employer may ask you to write a resignation letter when they no longer need your services. Employers may choose this route because, on an official record, it makes your resignation appear more cordial.

  • The organisation's policy has specific instructions: When you resign, it's important to refer to your organisation's policy so that you can make this transition as smooth as possible. Keep in mind that each company has their own set of regulations, therefore remember to consult your employee handbook to gain a deeper understanding of the type of resignation letter may write.

How to write a short resignation letter

The following guide gives you a glimpse of how to write a short resignation letter that communicates your crucial information effectively:

1. Refer to your organisation's policy

Resigning from a job typically represents a positive step forward in your career. Before you begin preparing for your next career move, it's important to leave your current role with integrity. Refer to your organisation's policy to understand the appropriate way to submit your resignation letter. This document may also give you an idea of the ideal notice period you can provide. Typically, most employers require you to give one month's notice. If you can't meet this requirement, make sure you explain your special circumstances to your employer.

Closely adhering to your organisation's resignation process ensures you complete all the official procedures in an efficient and professional manner. The more you work with your employer, the more likely they are to support your future career development.

Related: How To Write a One Month's Notice (With Template and Example)

2. Schedule a meeting with your supervisor

Before you submit your resignation letter to your employer, it's important to alert your direct supervisor about your intention to resign. Scheduling a meeting with them can help them better understand your circumstances. It also gives you the opportunity to give them feedback on your work and to thank them for their support. This respectful gesture allows you to maintain your professional relationships with the company following your resignation. It could lead to future partnership opportunities with them and impressive references that can enhance your reputation in your industry.

3. State the position you're resigning from

Open your resignation letter with a statement that shares your intention to resign and the position from which you're resigning. Since this is an official document, it's important that your message remains focused and concise. Immediately stating the purpose of your letter in your introduction ensures the reader takes it seriously. This way, they can work on processing your resignation as soon as possible.

4. State the full date of your last day

Use your organisation's notice period to calculate the exact date of your resignation. State this date in its full form in the introductory paragraph of your resignation letter. For example, you could write, My last day will be on the 9th of November. Using the full date can help you avoid any unnecessary confusion for the reader.

5. Explain your reason for resigning briefly

There are many reasons people want to resign from their current job, but it's best to remain professional in your resignation letter. This way, you can ensure you leave graciously. When sharing your reason in a short resignation letter, keep it short. You can even use a general statement, such as I would like to resign to spend more time with my family.

Here are some common resignation reasons professionals use in their resignation letter:

  • accepting a new job opportunity

  • seeking a greater challenge

  • taking time off for personal reasons

  • needing to attend to a personal emergency

  • hoping to explore another career path

  • looking for greater work-life balance

  • desiring to spend more time with family

  • moving countries

  • intending to retire

6. Close with gratitude

In the final paragraph of your resignation letter, thank your employer for the opportunities they have given you. This is a great way to cement your workplace relationships and to put an end to any strained dynamics within your team. Being genuine and showing gratitude allows you to look forward to the next exciting challenge in your career.

Short resignation letter template

When you compose your resignation letter, you can use a template as a checklist to confirm that you have included every necessary component properly. Here's a short resignation letter template for your reference:

[Date]

[Supervisor's full name]
[Supervisor's job title]
[Company name]
[Full address]

Dear Mr/Ms [Last name],

I am submitting my formal resignation effective [date] from my [job title] at [company name]. I am resigning due to [reason] and I hope you would accept my resignation.

I would like to express my gratitude for the opportunities this company has provided me over the past [number of years worked] I've worked here.

I appreciate your understanding and I am willing to help with making this transition easier over the next few [days/week].

If you need to contact me after my departure, I am willing to chat via phone or email to help answer questions about my [work, current projects] to help the new hire get up to speed.

Sincerely,

[Signature]
[Your name]
[Your job title]

Short resignation letter example

The following are a few short resignation letter examples that use the template introduced earlier:

New job

Here's a short resignation letter example of a professional that's resigning to accept another job opportunity:

26 September 2021

Terry Lau
Store Manager
Farm Table Inc.
101 Cameron Road,
Tsim Sha Tsui, Hong Kong

Dear Mr Lau,

Please accept this letter as my official resignation effective the 26th of October. I am resigning as I have accepted another job opportunity so that I can continue my professional development.

Thank you for providing me with this opportunity and helping me to develop new leadership strategies.

Please let me know if I can make this transition easier. I have started to compile notes on important projects I am not able to complete before my departure.

Sincerely,

June So

Personal reasons

Here's a short resignation letter example of a professional that needs to resign immediately due to challenges in their personal life:

8 October 2021

Linda Lai
Manager
Sunglass Shack
100 Queen's Road,
Central, Hong Kong

Dear Ms Lai,

Please accept this letter as my official resignation effective tomorrow.

I am resigning from the position of sales associate due to personal reasons. I appreciated my time spent working here and would have provided the required notice if I were able to.

Thank you for this opportunity and if I can return to this company one day, I hope that you will accept me back.

Please let me know if I can make this transition easier. I will be available by phone or email a few weeks after my departure to help.

Sincerely,

Jessica Mak

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