How To Write a Work Resignation Letter Using AI (HyperWrite)

Writing a resignation letter isn’t supposed to be easy.

On one hand, you want to maintain a positive relationship with your soon-to-be-former employer and colleagues. There’s also a chance that your future employers will contact them as a reference, so remaining cordial is a must. On the other, you also want to explain your reasons for leaving, and you worry this could potentially open the door to unprofessional venting and snarky comments. 

There’s also the question of leaving constructive criticism; will it be taken the right way? Will they hold it against you?

So, yes; writing a resignation letter isn’t easy. Thankfully, with HyperWrite, it doesn’t have to be as daunting as starting from scratch. HyperWrite has a handful of tools that can help you craft a professional and persuasive resignation letter that won’t lead to resentment or potential repercussions. 

Details That You Need to Know Before Writing Your Letter

Here are some details you should include – and therefore know – when writing a resignation letter.

• Your Position. What is your official title or role in the company?
• Company Name. What is the company’s full official name?
• Recipient Details. What is the name and title of the person you’re addressing the letter to? This will usually be your direct supervisor or branch manager.
• Notice Period. What is the standard notice period for your position? If you aren’t sure, what’s stated in your contract?
• Resignation Date. When is your resignation effective? (It’s usually the same date as when you’re writing the letter)
• Last Working Day. When is your last day of work? If you’re required to give 2 weeks’ notice, it’ll be two weeks from when you write and submit your resignation letter.
• Contact Information (optional). If you’re willing to be contacted for a limited time after you leave, you may include your personal contact information.

HyperWrite’s AI Tools to Help Generate Resignation Letters

AI Letter Writer

HyperWrite’s AI Letter Writer can help you create a letter draft. It’s a lot better than finding and using a random template on the internet because a) your higher-ups might find that same template with a quick Google search, and b) HyperWrite’s content will be more specific to your situation.

The tool itself is pretty self-explanatory. It creates “professional and well-structured letters based on your specific needs.” It can write complaint letters, business proposals, letters of recommendation, and the like. Which means that cordial and compelling resignation letters are well within its abilities. 

To use the tool, specify the purpose of the letter (resignation) and then the information you want included in the body. For best results, follow this format when entering data in the “Information to be included” field: 

<item>; <personal information>

Like so: 

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HyperWrite will then return a draft with the meat of the letter written. The only blanks that need to be filled are employee information and company location.

Short, sweet, and effective. It doesn’t beat around the bush but it isn’t rudely abrupt, either. It gives a succinct explanation of why you’re leaving without sharing too much information. You can definitely edit this to add a few more details (i.e., say you’re open to a call or meeting to discuss your resignation in person) but try not to let it get too lengthy.

Once you’re done filling in the required information and modifying the content as preferred, you can submit the letter as is. But if you want to further refine it, HyperWrite has two other tools you can use to supplement the content. 

Expert Writing Assistant

HyperWrite’s Expert Writing Assistant is an incredibly useful tool that has completely changed my writing game. It essentially acts as an expert writing mentor and editor, available 24/7. It completes any writing task you ask of it and provides professional feedback for future improvement.

It’s helpful in creating article outlines and refining tone in professional documents. And in the interest of writing resignation letters, you can absolutely use this tool to your advantage.

For this example, I’m going to ask the Expert Writing Assistant to make my letter sound more professional and tactful. 

The results: 

If you’ll notice, this resignation letter is a lot shorter and more direct. For future reference, the Expert Writing Assistant explains the changes it made:

Here’s the best part: you now have two versions of the same resignation letter. And it only took seconds to make. You can choose which one you’d rather send in. If you don’t personally agree with the changes, you can always stick with the original. Or you can combine elements of both letters to create a third variation. Or you can just ask HyperWrite to generate another draft until you get a version you like, altering the prompt request as you go along.

Basically, using the Expert Writing Assistant gives you options. And working with existing content is always easier and faster than creating something from scratch. 

Crafting Persuasive Business Letters 

Another tool you can use to improve your resignation letter is HyperWrite’s Crafting Persuasive Business Letters study guide. This tool is essentially an interactive tutor. You can ask it any question about writing compelling business letters. It will then provide an answer with an in-depth explanation.

For instance: “what are common mistakes to avoid when writing a resignation letter?”

HyperWrite provides ten key elements to avoid in this situation. 

It also provides an example of a strong, “well-structured” resignation letter:

This one is pretty similar to the letter generated by the AI Letter Writer–just a little shorter. 

What I would do is combine elements that I like from all three letter templates generated by all three tools. Then, I would check it against the list of common mistakes to avoid to ensure my final copy is optimized.

Simple Resignation Letter Sample

Here are some resignation letter samples generated by the AI Letter Writer then refined by the Crafting Persuasive Business Letters tutor.

Immediate Resignation Letter Sample

Notes from HyperWrite about immediate resignation letters:

• Specific Accomplishments: Be as specific as possible when stating your accomplishments and quantify them with numbers and statistics (if possible).
• Apologize Less: Although polite, don’t apologize for any perceived inconvenience. It’s ultimately the company’s responsibility to manage the transition. 
• Offer Limited Help: Since you’re resigning immediately, you won’t be able to help find and/or train your replacement. This is a given. But, if possible, offer limited assistance during your departure (i.e., “I’m committed to ensuring a smooth transition of my current tasks and completing any urgent matters before my departure today.”)
• Warm Closing: Include a warm closing before your signature (not just a generic, “thank you for your consideration.”)

2-Week Notice Resignation Letter Sample

Notes from HyperWrite about 2-week notice resignation letters:

• Reasoning: “Explore new opportunities” is a good personal reason, but you can add a brief professional reason if you feel comfortable doing so. “Further my career growth,” or “pursue a new challenge,” are acceptable reasons. 
• Confidence in Colleagues: It won’t hurt to express your confidence in the team/colleagues you’ll be leaving behind. This adds a positive note.

End of the Month Resignation Letter Sample

Note that for this example, the sender is leaving in 30 days specifically because they found a new job:

Notes from HyperWrite about 30-days’ notice resignation letters:

• Finding a New Job: Saying that the new opportunity aligns with your long-term career goals is good. Don’t offer more information than that (i.e., higher pay, better benefits, etc. – this is a big no).
• Above & Beyond: If you’re able, offer additional assistance to the company following your resignation. Aside from training your replacement, you can say you’re “available for calls” for a limited time (i.e., 2 weeks) after your resignation date
• Warm Closing: Leave with a warm, positive note (i.e., “will always look back on my time at Spark Labs fondly”). 

Other Things to Keep in Mind While Making a Resignation Letter

Aside from the elements to avoid when writing a resignation letter, here are a couple other guidelines to follow.

Be Short, Clear & Concise

When explaining why you’re resigning, keep the explanation simple and to the point. Don’t be vague (i.e., “I’m leaving for personal reasons,”) or leave them with no explanation at all. But! Don’t go overboard, either. They don’t need a bullet point list of everything that happened that led to your decision. They also don’t need to know about your future plans so don’t include any details about that. 

Uphold Good Tact & Respect

Remain calm, professional, and level-headed. Avoid using emotional language and subjective observations. Even if you’re resigning because of the company’s shortcomings, do not inform them of this. Stick to simple reasons such as “family matters” or “long-term career goals.”

Ensure Excellent Spelling & Formatting

Part of staying professional is observing business letter formatting. When in doubt, refer to the Crafting Persuasive Business Letters tool for the proper format and/or structure of your resignation letter. Avoid casual language and conversational slang. 

Before you submit it, please run it through a grammar and spelling checker. 

Offer Assistance

This has been mentioned throughout this article but it definitely bears repeating. If you have the time – especially in the case of 2 weeks’ notice and 30 days’ notice – offer any assistance you can to make the transition smoother. One-on-one training, training documents, meetings, etc. Even if they don’t take you up on the offer, they’ll appreciate the initiative.

Show Gratitude

Also mentioned quite a few times, and especially bears repeating. This is sort of in line with the “Uphold Good Tact & Respect” point. When closing your letter, mention that you’re grateful to the company for its contribution to your work experience. Regardless of whether you mean it or if it’s purely for form’s sake, you need to make sure you don’t ruffle any feathers. Gratitude can help keep your departure in a positive light.

Let HyperWrite Help You Craft a Professional and Persuasive Resignation Letter 

Ultimately, HyperWrite provides everything you need to write a formal and professional resignation letter. It provides a template, a draft, guidelines, and feedback. It can refine and improve the copy into something you’re confident handing in. 

So no need to stare at a blank document, wondering how to politely and tactfully state your resignation. HyperWrite’s got you covered. Whether you're leaving on good terms or more acrimonious circumstances, it gives you the flexibility to convey your intended tone.

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