In every professional's journey, there comes a time when they need to move on from a position, whether it's for a new opportunity, a change in career direction, or personal reasons. One of the most crucial aspects of this transition is crafting a well-thought-out resignation letter. While the idea of writing this letter can be daunting, Randstad is here to guide you with best practices to ensure you leave on a positive note.


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1. Use a formal letter format

Your resignation letter should follow a formal letter format, even if you have a close relationship with your manager or employer.


Your contact details

The date

Recipient's contact details

Greeting or Salutation (e.g., "Dear [Manager's Name]")

2. Get straight to the point

Start your letter by immediately stating your intention to resign from your position. Be clear and concise.

Example: "I am writing to formally resign from my position as [Your Job Title], effective [Last Working Day, usually a notice period of two weeks]."

3. Include a reason (but keep it general)

While you're not obligated to provide a reason, it's often appreciated. Keep it general and positive.

Example: "I have decided to pursue a new professional direction that aligns more closely with my long-term career goals."

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4. Express gratitude

This is a chance to leave a lasting positive impression. Highlight the good times, what you've learned, and your appreciation for the opportunity.

Example: "I want to express my deep gratitude for the invaluable experiences and skills I've gained during my time with [Company's Name]. Working here has been instrumental in my professional growth."

5. Offer assistance during the transition

Highlighting your commitment to ensuring a smooth transition can further solidify a positive final impression.

Example: "I am more than willing to assist in the transition, whether it be training a replacement for my role or passing on my responsibilities."

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Two women discussing something over a laptop

6. Conclude professionally

A resignation letter is kept on record. Reiterate your gratitude and ensure that your conclusion is positive and professional.

Example: "Thank you once again for the opportunities and experiences. I look forward to potentially working together again in the future."

7. Sign-off and sign

Choose a formal sign-off like "Sincerely" or "Regards" followed by your signature (if handing in a printed copy) and typed name.

Final Thoughts

Resigning can be an emotional process, but a well-crafted resignation letter can set the tone for your departure, ensuring you leave on good terms. Remember, the world of work is interconnected, and the relationships you've built matter. Randstad New Zealand always emphasises the importance of maintaining professional relationships, as today's colleagues can be tomorrow's opportunities.

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frequently asked questions.

Resigning from a job, regardless of the circumstances, can be a daunting experience. It marks the end of one chapter and the beginning of another in your professional journey. One key aspect of this transition is conveying your intentions clearly and professionally through a resignation letter. Randstad understands the weight this letter carries, and we've compiled a comprehensive FAQ to guide you through the process. From the basic structure of the letter to addressing more sensitive concerns, we aim to answer your most pressing questions.