When to Use This Letter

Use this template when you want to be especially accommodating about your departure timing, allowing the company adequate time to find and train your replacement.

Key Points

  • ✓ Offers flexible end date
  • ✓ Prioritizes smooth transition
  • ✓ Shows consideration for team
  • ✓ Offers to train replacement
  • ✓ Highly professional and thoughtful

Resignation Letter Giving Time to Find Replacement Template

[Current Date]

[Manager's Name]

[Manager's Title]

[Company Name]

[Company Address]

Dear [Manager's Name],


I am writing to formally submit my resignation from my position as [Your Position] at [Company Name]. I want to ensure a smooth transition and am prepared to work with you on the timing of my departure.


I understand that finding and training a suitable replacement takes time. Therefore, while I am targeting [Date] as my last day, I am flexible and willing to extend my notice period if it would help ensure a comprehensive handover. My goal is to leave my position in the best possible state.


During this transition period, I am committed to:

• Completing all current projects and responsibilities

• Thoroughly training my replacement once identified

• Documenting all processes and institutional knowledge

• Introducing key stakeholders to the new person

• Being available for questions even after I leave


I have valued my time at [Company Name] and want to depart in a way that reflects my respect for the organization and my colleagues.


Please let me know how you would like to proceed, and I will adjust my timeline accordingly.


Sincerely,

[Your Name]

Writing Tips for Replacement Time Letters

1

Be genuinely flexible if offering this

2

Have a clear maximum timeframe in mind

3

Communicate with your new employer first

4

Create comprehensive documentation

5

Participate actively in hiring if allowed

6

Train the replacement thoroughly

Do's and Don'ts

Do's

  • ✓ Be genuinely flexible with timing
  • ✓ Actively participate in finding replacement
  • ✓ Prepare comprehensive documentation
  • ✓ Train replacement thoroughly
  • ✓ Set a reasonable maximum extension

Don'ts

  • ✗ Don't offer flexibility you can't deliver
  • ✗ Don't let it extend indefinitely
  • ✗ Don't commit without new employer's agreement
  • ✗ Don't check out mentally during extension
  • ✗ Don't feel obligated to stay beyond reasonable time

Example Scenario

You're in a specialized role that will take time to fill. Your new job can wait an extra few weeks, and you want to ensure the company isn't left in a difficult position.