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.
Sample Secretary Resignation Letter
How to Write a Secretary Resignation Letter
Here’s an overview of how to write an effective resignation letter as a secretary:
- Start with contact information. Your personal contact background details belong at the top of your resignation letter.
- Greet the correct individual. Address your letter to your direct supervisor or manager. If necessary, include HR or the appropriate department.
- Declare your resignation. Start with a direct resignation statement, for example, "I am writing to formally resign from my position as Secretary at [Company Name], effective [Your Last Working Day]."
- Provide a reason. Briefly mention why you're leaving, keeping the focus on your professional journey. A statement like, "I have decided to explore new opportunities that align more closely with my career goals," will suffice.
- Share feedback. Give your thoughts or feelings about the experiences you’ve had with the company.
- Thank the organization. Show appreciation for the chance to work at the company. Highlight the positive aspects of your tenure.
- Propose transition support. Offer your assistance in ensuring a smooth handover, whether it's training your replacement, documenting procedures, or completing outstanding tasks.
- Formal ending. End with a standard closing like "Sincerely" or "Best regards."
Let’s go through each step below.
1. Start with contact details
The header of a secretary resignation letter should include your personal contact information:
- Full Name
- Location
- Phone Number
- Email Address
- Date
- Company Name
2. Greet the correct individual
Begin the letter with a formal greeting. Address your manager respectfully:
- Dear Mr. Jones
- Dear Mrs. Hughes
- Dear Ms. Wanderwald
3. Declare your resignation
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:
- I am writing to inform you of my resignation, effective <date>.
- It is with regret that I must notify you of my resignation. My last day of work will be at <date>.
- Please accept this letter as my formal resignation. As per the contract, the date of resignation will be on <date>.
You can also follow this up with a sentence that acknowledges your manager and the team.
4. Provide a reason
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:
- "I have decided to pursue an advanced degree in business administration to further my career. I am incredibly grateful for the invaluable experience and support I received during my time as Secretary here."
- "Due to family commitments, I am relocating. Working here has been a significant part of my professional journey, and I cherish the teamwork and accomplishments we've shared."
5. Share feedback
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.
6. Thank the organization
Take a moment to show appreciation directly toward the organization. You can focus on a few things:
- Thank the company for giving you the opportunity to work for them.
- Share what you liked most about the company culture.
- Acknowledge your personal growth.
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."
7. Propose transition support
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.
8. Close with a formal ending
Conclude with a professional and courteous sign-off:
- Yours sincerely
- Sincerely
- With gratitude
- Regards
How to Quit Your Job the Right Way as a Secretary
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:
- Leaving a good reference
- Writing you a recommendation letter
- Referring you to their network
- Reinforcing your professional reputation
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.
Complete your secretarial duties
Your professionalism as a secretary will leave a lasting impression, so it’s essential to do the following:
- Finish all ongoing tasks, such as finalizing reports and organizing documents.
- Tidy your workspace and files, and ensure materials are in order for easy access.
- Prepare any detailed notes for a smooth handover to the next secretary.
Taking these steps shows your commitment and respect for the role and the team you've worked with.
Keep open communication
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.
Reflect on the good things
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.
Maintain professional integrity
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.
How Much Notice of Resignation Should You Give?
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.
Resignation letter with immediate effect
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:
- Health Concerns: If the job is severely impacting your physical or mental health.
- Ethical Dilemmas: Any practices within the office that conflict with your core values.
- Workplace Misconduct: Experiencing or witnessing inappropriate behavior in the workplace.
Always review your employment contract to avoid legal issues.
Resignation letter with standard notice period
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.
Resignation letter with early notice
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.
How Long Should Your Resignation Letter Be?
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.
Summary
Let’s recap on how to write a secretary resignation letter to your manager:
- Begin by adding contact information into the header section.
- Address your manager or supervisor.
- State your intent to resign.
- Include your final date of employment with the company.
- Mention your reason, followed by positive or constructive feedback.
- Express gratitude.
- Offer your support to ensure a smooth transition.
- Use a formal closing to end your resignation letter.
These steps will help you move forward in a positive light and maintain the relationships you’ve built. You got this!
FAQs
How do you resign as secretary?
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.
Can secretaries resign immediately?
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.
What happens when a company secretary resigns?
The board is notified, and then the transition process follows. The company will then update its records and proceed to find a replacement.
