A secretary resignation letter is a formal document that is used by a secretary to resign from their position. This letter should be written in a professional and courteous manner, and should briefly explain the reason for your resignation. It should also express gratitude for the opportunity to work as a secretary and offer to help with the transition in any way possible. By following these guidelines, the letter will be optimized to leave your position in a professional manner, reflecting positively on your character and professionalism.
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As a secretary, you are the real-life version of Ctrl + S, saving the day one task at a time. You keep the company running smoothly, juggling calls, emails, and schedules.
Deciding to log out of this role can feel like closing a hefty file, especially when you’ve been the go-to for everything from memos to morale boosts. This step, though challenging, is about embracing change and pursuing what’s best for your professional journey.
With a well-written secretary resignation letter, you’ll move forward respectfully and keep those key professional connections on speed dial.
I am writing to formally notify you of my resignation from my position of Secretary at Company A. I intend to complete my current quarter working the two weeks before my final day on July 30, 2021. It has been an incredible honor and pleasure to work with you and the rest of the team.
I am leaving the company to accept a new job. I am looking forward to continuing my work in the administrative field and hope my experience at Company A will help propel my career forward.
My years at Company A have been some of the best of my life. I will miss my job and the incredible people I have had the pleasure of working with throughout the years. I am so grateful for the mentoring and guidance I have received from different employees at Company A and the opportunities for learning, growth and advancement that have been provided to me.
I appreciate your support and understanding, and I wish you all the very best. Please let me know if I can be of any assistance during the last few weeks of my time here.
Charles BloombergHere’s an overview of how to write an effective resignation letter as a secretary:
Let’s go through each step below.
The header of a secretary resignation letter should include your personal contact information:
Begin the letter with a formal greeting. Address your manager respectfully:
Mention that you’re writing to let the company know you’re resigning from your secretary position. Make your intent to resign clear and state when your final day at work is.
Here are some ways to phrase it:
You can also follow this up with a sentence that acknowledges your manager and the team.
Include one short sentence that explains why you’re resigning.
That said, you’re not obligated to specify your reasons. Whether it’s for personal growth, career advancement, or other personal reasons, make a general statement that sums up your decision.
Here are a few examples:
Share your thoughts and feedback about your tenure.
Let’s say you had a positive experience. In this case, highlight the particular aspects about your time at the company that you enjoyed the most.
On the other hand, let’s say you had a negative experience. One option is to give feedback in your letter. But if you’re not comfortable mentioning your thoughts just yet, you can save it until the exit interview.
Take a moment to show appreciation directly toward the organization. You can focus on a few things:
Here’s an example: "I deeply value the experiences and knowledge I gained at [Company Name], particularly the collaborative team efforts and the professional growth opportunities. I am proud to have been a part of the company. Thank you for your support and understanding."
Show your cooperation once more by offering to help with the transition process.
Encourage the company to get in touch if they have any questions or concerns. Let them know that you’re committed to ensuring a smooth transition. This helps with ending your letter on a positive note.
Conclude with a professional and courteous sign-off:
The best-case scenario is to leave your job gracefully and stay on good terms with the people you’ve worked with.
Even after your resignation, your former colleagues or managers could still offer valuable support by doing a few things:
Resigning with courtesy as a secretary means leaving no mess behind and acknowledging your team. Although it may feel like a disheartening experience, your managers will understand as they’re only human too.
Your professionalism as a secretary will leave a lasting impression, so it’s essential to do the following:
Taking these steps shows your commitment and respect for the role and the team you've worked with.
Be clear and professional when discussing your resignation with your manager. Stay factual, steering clear of overly emotional language. Moreover, acknowledge the skills and experiences you gained as a secretary.
Think back on the positive experiences. You can share what you learned and valued the most during your time with the organization. Never convey any bitter or sour feelings—if you have any constructive feedback for the company to improve, share it in a meeting or exit interview with your manager.
Despite the relationships you’ve built with your team, your resignation is a significant step in your career. As such, treat it with care and consideration. This means refraining from sharing any negative comments or overly personal details with colleagues.
Give at least a 2-week notice period to your employers.
It’s courteous to let managers know in advance that you’re resigning so that they can prepare for a seamless transition. Leaving your job without any prior notice may cause a dispute and damage your reputation as a professional.
Resigning abruptly isn’t the best way to go out. Immediate resignations aren’t typical but they can happen.
Here are a few examples of circumstances that may justify an immediate resignation:
Always review your employment contract to avoid legal issues.
Adhere to the standard notice period outlined in your employment contract. For most companies, this is usually two weeks.
Your resignation letter should clearly state your final day of work, aligning with the agreed-upon notice period. This clarity is crucial in a secretarial role, where your departure will require adjustments in administrative responsibilities and potential reallocation of tasks.
Providing early notice beyond what’s stipulated in your employment contract is a thoughtful gesture.
An extended notice period further shows you care about the company. It can be especially helpful if you are involved in ongoing projects or essential office operations. Offering this extra time is a mark of professionalism and respect for your employer.
However, be clear about your last working day to avoid any confusion.
Between 2 and 3 paragraphs, or 100–150 words is more than enough. Optionally, you can provide some additional feedback on your experience — if you choose to do so, it’s okay to write another paragraph or two.
Let’s recap on how to write a secretary resignation letter to your manager:
These steps will help you move forward in a positive light and maintain the relationships you’ve built. You got this!
Begin by writing a formal letter of resignation. Inform your manager about your decision and let them know when your last working day is. Express gratitude for the opportunity. Deliver the letter either in person or via email, depending on your workplace protocol.
Yes, secretaries can resign immediately if necessary. Although you should inform the company of your resignation in advance (typically two weeks), an immediate resignation may happen under serious circumstances or emergencies. Examples of such scenarios include a life crisis and an unethical environment.
The board is notified, and then the transition process follows. The company will then update its records and proceed to find a replacement.
