How to Write a Letter of Resignation as a Director

By Indeed Editorial Team

Published November 6, 2022

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.

It's beneficial to submit a resignation letter if you're considering stepping down from a director position with an organization. Writing one can ease the transition of your departure from the company and ensure you maintain a positive relationship with them. Learning to write an effective resignation letter can help you make a change in your career and start the process of transitioning to a new opportunity. In this article, we discuss what a letter of resignation as a director is, share why it's essential, explore how to write one, give some resignation letter tips, and provide a template and example.

What is a letter of resignation as a director?

A letter of resignation as a director is a document you can send to your employer to notify them that you have formally decided to resign from your position. This letter provides the organization with appropriate notice and allows them to begin hiring a new director. It's best to send a letter so the organization has official documentation for your resignation, even if the company's culture is informal.

Related: How to Write a Board of Directors Resignation Letter

Why is a resignation letter important?

When you leave an organization, you might qualify for specific employment-related benefits, such as pension or overtime pay. You may be eligible to receive these benefits once you provide the employer with a resignation letter before you leave and within a contracted notice period. To determine the exact benefits and time frames, it's essential to check the employee handbook or your work contract because each company might vary.

Typically, the resignation period is two weeks, and your resignation letter can make the change to a new director easier during this transition. Also, a resignation period can provide the other company directors with the exact details of your responsibilities and duties, so they don't lose any information in the transition process. These details make it easier for the person taking over as a director to determine their new responsibilities. It also helps you maintain a positive relationship with the organization to use them as a reference.

Related: Do You Have to Give Two Weeks' Notice as a Professional?

How to write a director resignation letter

The following strategies can help you when writing a resignation letter for a director's position:

1. Address the organization properly

If you already have some experience writing a resignation letter when leaving a position, there's a good chance you addressed it to a manager. When resigning from an organization as a director, others might be involved in the process. If the organization has other directors, you can address your resignation to all of them. If you're the only director, you can address the letter to the company.

Related: How to Address a Letter (With Template, Tips and Examples)

2. Explain your intention and why you're resigning

When you explain your intention to resign in the letter, it's helpful to keep this section brief and straightforward. Typically, you're not required to give a reason for leaving, but your colleagues might be curious, and providing a reason can reduce speculation. If you're leaving to pursue a new opportunity, your colleagues might be happy for you, so there's no reason not to share the news.

If you're leaving the organization to focus on your mental or physical health, you might hesitate to share this personal information. You might consider this a good opportunity to discuss any stigmas regarding putting your health first, but there's no pressure to do this. Sharing your medical details or other challenges is unnecessary, but it's still essential to be professional when writing this letter.

Related: How to Tell Your Boss You're Quitting (With Example)

3. Give a resignation date

The final date of your employment is crucial. This information is vital because the organization might appoint a new director by the date you leave. When you submit your resignation letter, you're also giving the organization enough time to process this scenario while ensuring you have time to hand over any essential information to your successor and colleagues.

Remember to check any legal documents, such as articles of association or contracts, in case the organization requires a specific notice period from you. If you need extra reassurance, you can ask the organization or remaining directors to confirm they received your resignation letter. It's also beneficial if they can acknowledge your resignation date to ensure everyone knows the date you're leaving.

4. Show your gratitude

When you write your resignation letter, it's essential to consider your growth while in the director role or what you appreciate most about your time with the organization. It's also a good idea to acknowledge the organization or colleagues and to thank them for your experience and the resources they provided to support your growth. It's beneficial to be as specific as possible when expressing your gratitude.

5. Provide your contact details

Including this information is optional, but if you feel comfortable, it can be helpful if you plan to use the organization as a reference. It's a good practice for a director to maintain a professional network.

Director resignation letter tips

The following tips can help you enhance your resignation letter for a director role:

  • Be precise. Writing a lengthy resignation letter is unnecessary, and a few paragraphs are sufficient. Providing the relevant information is vital to help the organization start the appointment process for a new director.

  • Be professional. Be sure to use affirmative language throughout your resignation letter and focus on your positive experiences with the organization. This shows that you respect the company and will help you maintain a professional relationship.

  • Use standard formatting. You can use a professional font like Arial, Times New Roman, or Calibri. You can also use an 11 or 12 font size, with one-inch margins and single spacing.

  • Provide enough time. A two-week notice is standard, but the organization may appreciate having more time to plan how to handle your resignation. Inform your colleagues and the organization as soon as possible that you're leaving.

  • Follow any instructions. The organization or fellow directors might request that you complete specific projects or prepare transition materials before your last day. Following these instructions can show your colleagues that you value their success.

Director resignation letter template

The following template can help you format your resignation letter for a director's position:

[Your full name], Director
[Your contact information]

[Date]

[Company name]
[City], [Province or territory]

To Whom It May Concern,

It's with great regret that I am resigning from my position as Director of [Company name] effective [date]. I am making this decision because [brief statement of the reason for resignation]. It's been my pleasure to work for this company for the last [range of time you held the position].

I'm happy to provide as much assistance as possible with the upcoming transition process for a new director. This includes attending interviews, making recommendations, and offering help with training and onboarding. I'm very proud of the work we all accomplished during my time here, and I know the board will continue this success after my departure.

Please refer to the information at the top of the letter to contact me if you have any questions or concerns.

Sincerely,

[Your full name]

Related: 3 Examples of Writing a Resignation Letter for Personal Reasons

Example of a letter of resignation as a director

The following letter of resignation example for a director's role can provide you with some inspiration when writing your own:

Aria Reyes, Director
(416) 555-0116 | areyes@email.ca

October 5, 2022

Rutherford Marketing LLC
Toronto, ON

To Whom It May Concern,

It's with great regret that I am resigning from my position as Director of Rutherford Marketing LLC, effective October 28, 2022. I am making this decision due to personal health reasons. It's been my pleasure to work as a director for this company for the past eight years.

I'm happy to provide as much assistance as possible with the upcoming transition process for a new director. This includes attending interviews, making recommendations, and assisting with training and onboarding. I'm very proud of all the accomplishments we made together, and I am confident the firm will have continued success in the years to come.

Please refer to the information at the top of the letter to contact me if you have any questions or concerns.

Sincerely,

Aria Reyes

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